Philanthropy Data Coordinator

Chrysler Museum Of Art•Norfolk, VA

15h•$20 - $28•Onsite

About The Position

The Philanthropy Data Coordinator is responsible for maintaining and optimizing the Museum’s constituent database, ensuring its accuracy, integrity, and effective use across the organization. This role also serves as a key resource for prospect research, donor analytics, reporting, and data-driven insights that support fundraising strategies, campaign planning, donor cultivation, and departmental decision-making. Success in this role is demonstrated by consistently maintaining accurate donor and member records, processing all contributions within 24 hours of deposit, generating acknowledgements and membership cards within 48 hours, delivering renewal notices and pledge reminders with at least 95% on time completion, producing timely and actionable reports and prospecting data, and reconciling daily donations with Finance to ensure alignment across systems. By consistently meeting these standards, the Philanthropy Data Coordinator supports fundraising, stewardship, prospect development, and operational goals while serving as a trusted partner to colleagues in Philanthropy, Finance, and other departments.

Requirements

Four years of experience in database management, including data entry, reporting, record maintenance, and quality assurance; finance-related experience preferred.
Advanced proficiency in Microsoft Office Suite and web-based applications, with the ability to quickly learn new systems.
Strong written and verbal communication skills, with the ability to interact professionally with diverse audiences.
Proven ability to collaborate effectively with staff, board members, volunteers, and external stakeholders.
Self-motivated and able to work independently while managing multiple priorities with minimal supervision.
Excellent organizational, time management, and customer service skills, with exceptional attention to detail and accuracy.
Demonstrated ability to maintain confidentiality and exercise sound judgment with sensitive information.

Nice To Haves

Prior experience in a non-profit setting and BA/BS preferred.
Prior Altru and Financial Edge (the Museum’s primary CRM) experience strongly preferred or similar CRM systems.

Responsibilities

Accurately enter all donations (memberships, contributions, and pledges) received via mail, online, or in person into the database.
Ensure daily reconciliation of donations within 24 hours of deposit.
Generate membership cards, donor acknowledgements, and daily reports in a timely and precise manner.
Generate acknowledgement letters within 48 hours of gift receipt.
Works in collaboration with Finance to ensure all gift entries are reviewed promptly and accurately.
Print, review, and mail membership renewals, cards and receipts to ensure consistency and timely response.
Maintain data integrity by establishing and running system checks, such as updating records, and performing deduplication to eliminate redundancies.
Maintains and updates the Policies and procedures manual.
Scan and attach relevant documentation to constituent records for historical and audit purposes.
Prepare and deliver ad hoc database reports as needed to support departmental and organizational needs.
Run and distribute weekly prospect research reports to the Philanthropy team to support donor cultivation.
Partner with the Finance team to reconcile daily donations and ensure alignment between systems, Altru and Financial Edge.
Prepare queries and generate reports for Philanthropy and Finance teams as requested, supporting strategic decision‑making.
Assist with departmental initiatives and special projects as assigned. (ie: Lapsed membership calls, In-kind donation requests & assistance with Development special events as needed).
Perform other duties as required to advance the Museum’s mission and operational efficiency.
Other duties as assigned.