Institutional Advancement Coordinator

DEPARTMENT: Institutional Advancement            
REPORTS TO: Senior Manager, Grants
CLASSIFICATION: Exempt
DATE: February 2024
SALARY: $55,000 per year

POSITION OVERVIEW

The Institutional Advancement Coordinator will report to the Senior Manager of Grants and assist the Institutional Advancement team with grants management as well as day-to-day administrative tasks and occasional department-wide initiatives. This person will perform administrative duties related to non-profit fundraising and gain firsthand experience in donor, grant, and prospect research tracking. This entry level role can serve as a catalyst for a successful career in cultural institutions and non-profit fundraising, with the Institutional Advancement Coordinator experiencing giving areas that range from education to museum collections and more. The ideal candidate is hardworking, organized, detail oriented, and eager to learn.

PRIMARY ROLE AND RESPONSIBILITIES:

  • Assisting with grants management
    • Assist with preparing and submitting grant proposals and reports to foundations and government agencies
    • Coordinate and track submission deadlines for proposals, reports, and other related documents
    • Compile supporting materials (budgets, organizational documents, etc.) as needed for grant applications and reports
    • Assist in maintaining database of institutional funders and related deadlines
    • Help to coordinate meetings, site visits, and donor stewardship events for institutional funders and/or potential funders
    • Database management including maintaining constituent records, data entry, and generating reports
    • Monitor grant timeframes to ensure compliance with donor agreements
    • Assist with prospect research and qualification
    • Assist with preparing materials for meetings and communications with internal and external partners
    • Communicate interdepartmentally about ongoing projects, programs, and initiatives
    • Maintain prequalification requirements for grant portal accounts to be in good standing

ADDITIONAL RESPONSIBILITIES:

  • Assisting the wider Institutional Advancement team
    • Support with managing donor lists and donor information to ensure data is accurate and current
    • Assist in drafting and managing donor solicitation and cultivation including gift acknowledgments, personal thank you notes, and the holiday card
    • Help plan and execute an annual donor cultivation event for the legacy giving society, The Trust
    • Assist with special projects and strategic initiatives, which fluctuate based upon time of year
  • Other duties upon request, including giving tours

QUALIFICATIONS/SKILLS REQUIREMENT

  • Bachelor’s degree preferred, not required
  • Highly organized, thorough, and detail-oriented
  • Strong interpersonal skills, including excellent written and verbal communication skills and the ability to communicate professionally, effectively, and discreetly with donors and colleagues
  • The ability to manage multiple simultaneous projects with competing priorities
  • Team player and self-starter who enjoys taking initiative
  • A healthy relationship with excel spreadsheets, data entry, and analysis
  • Proficiency in full Microsoft Office suite application required
  • A 1–2-page writing sample will be required for applicants who move forward to the second round of interviews. A previous writing assignment is acceptable

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they can perform every job description task. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. The National 9/11 Memorial & Museum may consider an equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.

REQUIRED SUPPORT FOR ORGANIZATIONAL EVENTS

  • Participate in the annual 5K fundraiser and 9/11 Commemoration, as assigned
  • Assist with other special projects and events in support of 9/11 Memorial & Museum, as assigned

HOW TO APPLY:

  • Include position you are seeking in the email subject field
  • State the location where job posting was seen
  • Send resume and cover letter to 911mmiajobs@911memorial.org
    • Applications without a cover letter will not be considered.

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The National September 11 Memorial and Museum (9/11 Memorial & Museum) is an equal opportunity employer. Applicants who meet the qualification requirements of the role will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The National September 11 Memorial & Museum (9/11 Memorial & Museum) is committed to an organizational culture that supports and reinforces our values regarding diversity, equity, inclusion, and accessibility (DEIA). We seek to build a collaborative, open, and equitable space where staff want to be, knowing that their contributions, professional expertise, and distinct voices are valued and respected. We encourage and celebrate an inclusive environment where candor and participation, when it comes to sharing ideas and collaborative problem-solving, are welcomed regardless of one’s role at the Museum or background. 

Reasonable accommodations may be made to qualified candidates, during the interview process, to enable individuals with disabilities an opportunity to interview.