Advancement Operations Coordinator

The Advancement Operations Coordinator will play a critical role in supporting the Whitney’s Advancement Operations function, which collaborates with all Advancement teams (Individual Giving, Major Gifts, Strategic Partnerships and Special Events, and Foundations and Government Relations). Reporting to the Director of Advancement Operations, the Coordinator contributes to the efficiency, accuracy, and integrity of donor-related processes and data management across the department.

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

Additional Responsibilities:

• 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

Requirements:

• 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