Institutional Giving Coordinator

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Published 15 days ago

The Institutional Giving Coordinator works closely with the Corporate and Foundation Relations Officer to maximize fundraising from corporations, foundations, and government agencies. Primary tasks include: writing grants; maintain a small portfolio of cash and in-kind corporate donors (under $5000); compiling interim and final grant reports; tracking grant project budgets; monitoring corporate donor benefits; and a wide array or routine administrative duties to support foundation and corporate donors.  

Portland Japanese Garden raises approximately $2 million annually and is currently embarking on a major campaign to raise an additional $15+ million in funds for the Japan Institute. The Institutional Giving Manager routinely works cross-departmentally (i.e. collaborating with the Marketing and Membership teams to structure dynamic and effective solicitation campaigns and with the Training Center, Garden, and Culture Art and Education departments to maximize cultivation and stewardship opportunities). 

This position is great for someone who is an excellent writer, is detail oriented, equally comfortable with financial reporting and relationship building, meets deadlines, and can multi-task. It is a great opportunity to learn and be an integral part of an experienced and growing development team. The Institutional Giving Coordinator reports to the Corporate and Foundation Relations Officer.

COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden is requiring all staff and volunteers to be vaccinated against the COVID-19 virus. Staff are required to become ‘fully vaccinated’ by June 30th (first shot by May 15th). ‘Fully vaccinated’ means 2 shots of either the Moderna or Pfizer vaccine, or 1 shot of the Johnson & Johnson vaccine – plus 2 weeks after the final shot. If any staff are experiencing difficulty scheduling an appointment, they can contact the Human Resources Manager for assistance.

Primary Duties

Grant Writing and Reporting

• Composing proposals, with a primary emphasis on those at $25,000 and below, for private and corporate foundations as well as government agencies

• Researching new grant opportunities

• Tracking and meeting annual revenue targets for funding

• Completing and submitting interim and final reports on assigned grants

• Working closely with Corporate and Foundation Relations Officer, maintaining the grant calendar, effectively communicating and facilitating deadlines

Maintaining Corporate Partnerships

• Support Corporate and Foundation Relations Officer with creating corporate sponsorship proposals

• Maintain a small portfolio of corporate donors (both cash and in-kind), with a focus on those under $5,000

• Meet annual targets for cash and in-kind contributions from these sources

• Track all in-kind contributions from corporate donors

• Work closely with Corporate and Foundation Relations Officer to collaborate with assigned corporate contacts to create new and creative modes of partnership

• Assist Corporate and Foundation Relations Officer with maintaining Corporate Partnerships on a routine basis (e.g., coordinate special requests like tours, customizing renewals and acknowledgements, coordinating corporate presence, or other opportunities for visibility in Garden events)

• Maintain calendar of touchpoints for Corporate Golden Crane Society throughout the year

• Work across all departments to manage in-kind catering and beverage “inventory”

Administrative Responsibilities

• Maintain list of corporate and foundation donor benefits and recognition

• Working closely with Corporate & Foundations Relations Officer to research foundation and grant opportunities

General Development Department Responsibilities

• Utilizing and maximizing potential of Tessitura CRM database

• Maintaining complete and organized internal files on donors, prospects, and grants

• Assisting with the planning of and attending special events at the Garden and offsite

• Other duties as assigned

Other Responsibilities

• Communicate with donors, clients, staff, and other community partners in a friendly and professional manner

• Learn about Japanese culture and art as opportunities arise in the organization

• Maintain a high degree of discretion and confidentiality in dealing with sensitive information.

• Familiarize oneself with the organization and the Employee Handbook

• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication

• Maintain a high level of professionalism in manner and appearance (business casual dress)

• Other duties and projects as assigned


• Bachelor’s degree preferred

• At least two years of experience in development or equivalent combination of different experiences

• Demonstrated proficiency with digital media and comfort with metrics and analytics

• Strong proficiency with Outlook, Excel, and PowerPoint

• Strong communication abilities – clear writing and articulate speaking ability

• A proven track record of working well with others, adapting to others’ work styles, and professional interactions with co-workers and/or vendors

• Strong listening skills, giving full attention to what other people are saying or asking, taking time to understand the points being made, and asking questions when appropriate

• Incredibly organized and highly proficient at keeping a systematic schedule and calendar

Special Requirements 

The ideal candidate will have a combination of these skills. Candidates who possess some - but not all - of these requirements are still encouraged to apply.

• Experience with CRM or database software (preferably Tessitura)

• Experience with Prospect2, Mailchimp or other email marketing system

• Excellent customer service skills

• Experience working with clients and vendors

• Project management and/or team process development

• Personal passion for Japanese culture and history, art and design, travel, and/or landscape design and horticulture

• Being bilingual in any language is a plus; in Japanese, it’s an A+

• Comfortable returning to an open office environment as CDC guidelines allow for these accommodations (we currently work remotely on a part-time basis and adjust in-offices schedules to accommodate shared office spaces)

Compensation & Schedule

• Wage: $18.00 per hour

• This is full-time, hourly, non-exempt position with 40 hours per week. Shifts are typically 8 hours (plus ½ hour lunch), 8:30 am to 5:00 pm, with some flexibility. Occasional evening and/or weekend work is required.

• Benefits:

--- health, dental, and vision insurance (premium 100% covered for employees)

--- 401k plan (after 1 year of service, with 4% employer match)

--- flexible spending accounts for medical and dependent care expenses

--- paid vacation, sick, and holiday time

The Institutional Giving Coordinator works closely with the Corporate and Foundation Relations Officer to maximize fundraising from corporations, foundations, and government agencies. Primary tasks include: writing grants; maintain…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Application Deadline
    May 7, 2021
  • Professional Level
    Entry level


At least $37,440$18.00/hour


Temporarily Remote
Work must be performed in or near Portland, OR
Associated Location
Portland, OR, USA

How to Apply

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Please also provide a short description (up to 500 words) – separate from your cover letter – of a recent problem you solved using both your right and left-brain muscles. Please no phone calls or hand delivered applications. Incomplete applications will not be considered. Application review will begin in mid-May, and selected applicants will be contacted shortly thereafter for interviews.

All submitted applications will be held in confidence.

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Please also provide a short description (up to 500 words) – separate…

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