Advancement Operations Coordinator
Primary areas of focus include coordinating gift entry and donor acknowledgment workflows, supporting the maintenance of donor credit lines, assisting with reporting and data analysis, and contributing to prospect development and research efforts. The ideal candidate will bring strong organizational and communication skills, a keen eye for detail, and an aptitude for improving systems and processes across teams.
Primary Responsibilities:
- Coordinate gift processing workflows, ensuring timely and complete submission of documentation to Business Systems and the accurate recording of contributions.
- Support acknowledgment processes, partnering with colleagues across Advancement and the Director’s Office to ensure timely, accurate, and personalized gift acknowledgments.
- Assist with maintaining donor credit lines across museum departments to ensure consistent and accurate recognition of gifts.
- Update and maintain donor and prospect records to support data accuracy, consistency, and reporting reliability.
- Develop and maintain systems for pledge tracking, ensuring consistent monitoring of outstanding pledges and payment schedules; flag overdue or at-risk pledges and coordinate follow-up with fundraisers as needed.
- Perform data entry and record maintenance as needed to support Advancement Operations and cross-departmental data integrity.
- Support prospect development and research processes in coordination with the Advancement Operations team
- Assist in the creation and distribution of reports and other tools to support strategic decision-making.
- Document and disseminate key processes; provide training as needed across Advancement teams.
- Maintain Advancement Operations documentation and shared resources, ensuring materials and process guides are current, organized, and easily accessible across teams
- Bachelor’s Degree or commensurate experience
- Up to 2 years' experience in nonprofit advancement; experience in museums or cultural institutions a plus
- Experience with fundraising CRMs (Raiser’s Edge preferred)
- Self-starter with the ability to multi-task and prioritize requests across multiple teams
- Strong organizational skills
- Expert written and oral communication
- Excellent attention to detail
Compensation & Benefits:
- Salary range of $60,000 - $65,000 per annum
- Medical, Dental, Vision, 403(B) elections
- Generous PTO benefits
- Commuter benefits - parking and mass transit
- Admission to world-renowned museums across the city and nationally
- Pet insurance and discounted membership for Citibike
- This position may be covered by UAW Local 2110
If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates. Whether you’re new to arts and culture administration, returning to work after a gap in employment, simply looking to transition, or take the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest in the arts and culture space and what you hope to bring to this role.
About the Whitney:The Whitney Museum of American Art, founded in 1930 by the artist and philanthropist Gertrude Vanderbilt Whitney, houses the foremost collection of American art from the twentieth and twenty-first centuries. From her vision arose the Whitney Museum of American Art, which has been championing the most innovative art of the United States for 86 years. The core of the Whitney’s mission is to collect, preserve, interpret, and exhibit American art of our time and serve a wide variety of audiences in celebration of the complexity and diversity of art and culture in the United States. Through this mission and a steadfast commitment to artists themselves, the Whitney has long been a powerful force in support of modern and contemporary art and continues to help define what is innovative and influential in American art today.
EEO Statement:
The Whitney Museum of American Art is an Equal Opportunity Employer. The Museum does not discriminate because of age, sex, religion, race, color, creed, national origin, alienage or citizenship, disability, marital status, pregnancy, partnership status, caregiver status, veteran status, gender (including gender identity), sexual orientation, genetic information, predisposition, or carrier status, arrest or conviction record to the extent required by applicable law, credit history, domestic violence, sexual violence, or stalking victim status, or any other factor prohibited by law. The Museum hires and promotes individuals solely on the basis of their qualifications for the job to be filled. The Museum encourages all qualified candidates to apply for vacant positions at all levels.