Development Coordinator at Princeton University – Princeton, New Jersey

Department Art Museum
Category Alumni Relations and Development
Job Type Full-Time

Overview

Reporting to the Senior Associate Director, the Development Coordinator provides critical administrative support for the Museum’s development team. Primary responsibilities include providing executive administrative support for the SAD of Development, including calendar management, generating appeals and acknowledgements, monitoring email and phone lines and responding to donor inquiries and requests, maintaining donor records in the CRM database, supporting the development team in annual budgeting and oversight, researching prospects and producing biographical information on prospects and donors in advance of events, solicitations, and meetings. The coordinator will assist with and/or coordinate a range of activities and events throughout the year and provide excellent customer service to donors at all levels. The Coordinator will provide administrative support for the managers of the development team as needed.

The development coordinator will work closely with the Museum’s development operations team to ensure adherence to best practices and data integrity in the use of the database as the primary fundraising tool. They will coordinate with the Museum's business office and the University's Office of Gift Records to process and accurately record gifts. With the development staff, the coordinator will help coordinate the Museum’s Annual Gala and development events, including cultivation and benefit fulfillment events.

About the Museum:

With a collecting history that dates back to 1755, the Princeton University Art Museum is one of the leading university art museums in the country, featuring collections that have grown to include over 117,000 works of art, ranging from ancient to contemporary pieces and spanning the globe. Committed to advancing Princeton’s teaching and research missions, the Art Museum also serves as a gateway to the University for visitors from around the world. The bold and welcoming new Princeton University Art Museum is open daily at the heart of Princeton’s campus. Admission is free to all. The Museum also operates Art@Bainbridge, a gallery project at 158 Nassau Street; two Museum Stores; and Mosaic restaurant.

Responsibilities

Administrative Support

• Provide all administrative support for the Senior Associate Director (SAD).
• Uses advanced organizational skills to manage time, coordinate calendars, prioritize tasks, and meet deadlines.
• Schedules and maintains all departmental meetings that include the SAD.
• Schedules all external meetings and inter-departmental meetings for the SAD.
• Coordinates travel for the SAD for external meetings and events.
• Prepares and submits expense reports for the SAD.
• Tracks spending against the budget for the Development team. Develops processes for reporting updated budget information to the Museum Finance team, using the Contributed Revenue Report and other resources to ensure alignment between Development fundraising year-to-date results with Finance results. Works with the Museum Development Operations team to investigate and provide explanations for discrepancies as needed.
• Ensures all acknowledge gifts are tracked and acknowledged promptly. Drafts acknowledgements for the SAD, makes edits as needed, presents final letters for signature and oversees entry of information in Altru, copied to University Advancement, and mailed to the donor.
• Assists Development staff with donor communications, including physical mailings, mail merges, digital communications (MailChimp), and other administrative tasks as needed.
• Maintains donor records for SAD’s portfolio and manages data integrity in those records; supports data integrity in the CRM as needed/requested for other donors.
• Coordinates gift processing tasks with Development Operations and ensures accurate and timely recording of gifts.
• Assists the Development Operations team, pulls lists for invitations and mailings as requested by development officers.
• Provides event support for fundraising and membership events.
• Attends development events as needed, including occasional nights and weekends.
• Facilitates donor communications by monitoring and responding to the SAD’s inbox and phone line, primary phone line and giving inboxes.

Prospect Research

• Conduct prospect research to help identify, qualify, and support potential donors.
• Prepare donor profiles, research summaries, and meeting materials for the Museum Director, Senior Associate Director and frontline fundraisers.
• Research giving patterns and engagement opportunities that can strengthen donor strategy.
• Enter and update prospect plans for donors in the SAD’s portfolio in the CRM to ensure accurate tracking of donor activity.
• Monitor next steps, deadlines, and followup actions for the Senior Associate Director’s portfolio.
• Oversee cultivation and stewardship activities, ensuring these tasks are on track throughout the year.

Event Support & Donor Engagement

• Build thoughtful, datainformed guest lists for cultivation and stewardship events.
• Conduct eventrelated donor research to support fundraisers and leadership.
• Prepare briefing notes and postevent summaries.
• Record event attendance and engagement details in the CRM.

CrossTeam Coordination

• Serve as a point of contact with University Advancement partners on behalf of the Senior Associate Director
• Help coordinate information, followup actions, and shared donor strategy across teams.
• Communicate on behalf of the Senior Associate Director when clarity, discretion, and timely response are needed.

Qualifications

A bachelor’s degree or equivalent and 3+ years of professional administrative experience, preferably in a cultural or other non-profit institution, are preferred. This position requires a high level of technical skill and expertise managing a complex relationship-based database, with a demonstrated mastery of database skills (constituent and batch entry, as well as query, export, and mail merge and experience with the membership, events, and prospecting functions.

Applicants must have a strong customer service ethic, strong verbal and written communication skills, meticulous attention to detail, and strong decision-making and problem-solving skills. They must be mission-driven, with the ability to manage specific responsibilities while providing support for multiple projects and priorities. They must also be trustworthy and diplomatic, with excellent judgment, customer service, and relationship-building skills with a broad range of constituencies.

Strong experience with database management (for prospecting, event management, acknowledgements, and renewals), mail merge, MailChimp or similar platform, Microsoft Office suite. Prior experience with Airtable preferred.

Princeton University is an Equal Opportunity, and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are prorated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.

Standard Weekly Hours
36.25

Eligible for Overtime
No

Benefits Eligible
Yes

Probationary Period
180 days

Essential Services Personnel (see policy for detail)
No

Physical Capacity Exam Required
No

Valid Drivers License Required
No

Experience Level
Associate

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Salary Range
$69,000 to $82,000