Development Coordinator

DEVELOPMENT COORDINATOR

Reports To: Director of Development

Supervises: N/A

Position Description Overview

Reporting to the Director of Development, the Development Coordinator supports the full range of Asian Arts Initiative's fundraising activities, with a particular focus on development operations, donor data and analysis, individual giving and stewardship, grants administration, fundraising events, and volunteer coordination.

As part of a two-person Development team, the Development Coordinator works extensively within AAI’s Salesforce CRM to ensure Development data is accurate, complete, and useful; processes and acknowledges gifts; tracks donor and prospect engagement; coordinates grant deadlines and reporting requirements; supports individual giving campaigns and donor cultivation; and produces reports and analysis that inform fundraising strategy.

This position is well suited to an organized, detail-oriented development professional who enjoys working with data and systems as much as working with people. The successful candidate will be comfortable managing recurring processes independently, identifying gaps or inconsistencies, and helping develop more effective systems as AAI expands its fundraising program.

As a mission-driven, culturally specific community arts organization, AAI seeks a Development Coordinator who approaches fundraising and donor engagement in ways that reflect the organization's commitment to racial equity, community, and the experiences of Asian American, BIPOC, immigrant, LGBTQ+, and historically marginalized communities.

Key Responsibilities

Development Operations, CRM & Data

• Maintain accurate and complete donor, prospect, institutional, event, gift, and engagement records in Salesforce.
• Process gifts and maintain complete and accurate contribution records, including appropriate documentation, coding, and donor information.
• Conduct regular database audits and resolve duplicate, incomplete, or inconsistent records.
• Create reports, dashboards, lists, and data analyses to support fundraising strategy, donor cultivation, campaigns, events, grant reporting, and financial reconciliation.
• Identify data gaps, inconsistencies, and opportunities to improve Development tracking and workflows.

Individual Giving & Donor Stewardship

• Prepare timely donor acknowledgements, tax receipts, and other stewardship correspondence.
• Maintain donor stewardship and cultivation plans and track correspondence, meetings, solicitations, and other touchpoints in Salesforce.
• Support annual and special giving campaigns, including list preparation, segmentation, mailings, digital appeals, and response tracking.
• Conduct donor and prospect research and assist with identifying prospective individual, corporate, and institutional supporters.
• Prepare donor histories, prospect profiles, briefing materials, and other information for meetings and solicitations.
• Support donor cultivation and stewardship activities, including communications, visits, small gatherings, and special events.

Grants & Institutional Giving

• Maintain AAI's institutional funding calendar and track proposal, reporting, payment, and renewal deadlines in Salesforce.
• Maintain grant records, agreements, budgets, reporting requirements, and supporting documentation.
• Track grant deliverables and reporting requirements and proactively flag upcoming deadlines or information needs.
• Coordinate with Program, Finance, and other staff to gather information needed for proposals and reports.
• Assist the Director of Development with proposal and report preparation, submission, and funder research.
• Maintain current organizational documents and standard application materials required for funding applications.

Development Events

• Support Development-related cultivation, stewardship, and fundraising events, including AAI's annual fundraiser.
• Manage Development event data, guest lists, invitations, RSVPs, donor information, sponsorship records, and post-event follow-up.
• Support auction, sponsorship, and donor-related administration for fundraising events as needed.
• Ensure event participation and engagement information is accurately captured in Salesforce and incorporated into subsequent cultivation and stewardship.

Volunteer Coordination

• Coordinate volunteer recruitment, scheduling, communication, and engagement in collaboration with staff across the organization.
• Maintain accurate volunteer records and serve as a primary point of contact for volunteers.
• Coordinate volunteer participation for fundraising events, programs, and other organizational activities, ensuring volunteers have clear roles, information, and support.

Finance & Reporting

• Work closely with the Director of Development and Finance team to reconcile contributed revenue and ensure consistency between Salesforce and financial records.
• Prepare regular fundraising reports, revenue tracking, and pipeline information for the Director of Development and organizational leadership.
• Assist with tracking restricted grants, pledges, payments, and other contributed revenue.
• Maintain documentation needed for audits and financial reporting related to contributed revenue.

Board Support

• Support preparation of fundraising reports, prospect information, and materials for the Board and Development-related committees.
• Coordinate Development committee meetings and maintain relevant records and follow-up items.

General

• Assist with special projects, AAI programming/events, and other operational tasks, as assigned, to support various departments within the organization.
• Support the overall functioning of the organization by actively participating in and leading team meetings and contributing to process improvement initiatives.
• Positive attitude and willing participation in a small team dynamic. Willingness to work outside of main responsibilities and serve as an organizational ambassador as advised by the senior leadership team.
• Perform other duties as assigned.

Required Qualifications

• Minimum 2 years of experience in nonprofit administration, development, fundraising operations, grants management, database administration, or a related field.
• Experience with Salesforce strongly preferred; experience with comparable CRM or donor database systems required.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and competing priorities.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail and commitment to accurate recordkeeping and data integrity.
• Proficiency with Google Workspace.
• Ability to work collaboratively across departments and with diverse stakeholders.
• Commitment to equity, inclusion, and anti-racist practices, and an understanding of the experiences of BIPOC, immigrant, LGBTQ+, and historically marginalized communities.

Hours and Compensation

This is a full-time permanent exempt salary position at approximately 40 hours/week. Some evening and weekend hours may be required. The salary is $65,520 annually and eligible for AAI’s annual cost of living adjustment review.

This position is eligible for AAI's fully employer-funded medical and dental group plan, hybrid work model, retirement/student loan match, and unlimited PTO policy.

To Apply

Please submit a resume and a brief statement of interest (up to 300 words) to jobs@asianartsinitiative.org with the subject line Development Coordinator

Organizational Overview

Asian Arts Initiative is a multi-disciplinary and community-based arts center in Philadelphia that advances racial equity and understanding, activating artists, youth, and their communities through creative practice and dialogue grounded in the diverse Asian American experience. Through exhibitions, performances, and community projects, we provide an inclusive gathering place for conversation and exchange of ideas. Our community-based arts initiatives seek out and cultivate innovative models for artists to engage with local communities, with a particular emphasis on working in partnership with our immediate neighborhood. Our primary programs include: 1) Artist residencies, commissions, and presenting of performances and exhibitions for artists to develop professionally and to create socially relevant artwork reflecting community experiences; 2) Year-round out-of-school-time programming for middle school youth, offering creative development and a safe place; 3) Participatory curatorial practices and various community development initiatives in our immediate neighborhood of Chinatown North/Callowhill.

This position is eligible for AAI's fully employer-funded medical and dental group plan, hybrid work model, retirement and student loan match programs, and unlimited PTO policy.