Phillip and Patricia Frost Museum of Science · 3 months ago
Advancement Coordinator (Full-Time)
Miami, FL
Full-time
Onsite
Entry Level
2+ years expPhillip and Patricia Frost Museum of Science is seeking an Advancement Coordinator to support their fundraising initiatives. The role involves managing donor relations, grant research, and administrative duties while ensuring effective communication and organization within the Advancement department.
Association
Responsibilities
Assist with prospect research and lead generation
Assist with planning and execution of donor meetings, events, and functions; collaborate with Events Manager for catering and setup needs
Create and maintain sponsorship proposals/materials for solicitation circulation to potential donors and sponsors as needed in collaboration with the Sr. Director of Advancement
Research, identify, and track a portfolio of foundation prospects
Collaborate with Frost Science departments to pursue programmatic grant opportunities
Track and assist in the grant application process and ensure compliance with grant agreement and requisite reporting
Create and maintain calendar of foundation application and reporting deadlines
Track and post all contributions into the Tessitura database management system
Create and electronically file all acknowledgments and pledge reminders
Track and maintain updated Frost Science financial documents for grant purposes and request updates as needed from responsible parties
Maintain, track, and update organizational reporting metrics for each department on a quarterly or bi-annual basis
Maintain a master calendar of pledge payments, drafts pledge reminders and invoices
Track and maintain records for in-kind gifts in the Tessitura database management system and provide reports to necessary departments
Maintain contributions reports for Finance yearly audit report
Submit and track Purchase Order (PO) requests in the MIP Accounting system for approved purchases for the Advancement department (appeal mailers, gifts, supplies, contract payments, etc.)
Create and maintain invoices related to Advancement and Marketing needs
Maintain and track the nonprofit ticket donation program, review, and respond to requests in a timely manner, maintain accurate records that follow the program’s guidelines, reserve tickets in the Tessitura database management system, and inform/update the necessary departments
Maintain and track Advancement complimentary ticket allotment, reserve tickets through the web portal
Track and send out sponsorship guest passes to museum sponsors
Maintain Advancement outreach tracking in the Tessitura database management system and shared spreadsheet as documentation of all advancement outreach to prospects, donors, foundations, organizations, etc
Maintain and track yearly subscriptions for Advancement research purposes and renew when required; collaborate with the Accounts Payable department for processing
Coordinate production of department materials such as annual reports, fact sheets, brochures, and other collateral used for donor cultivation, solicitation, and stewardship
Request and review quotes from the mailing house for physical mailers
Track and respond to emails received through the Advancement email address
Monitor and upkeep of additional email inboxes relevant to Advancement and send essential emails to the appropriate department
Maintain and update the Frost Science Support web pages and collaborate with Web Development and Marketing departments for updates/additions
Support correspondence to the Frost Science Board of Trustees
Support the distribution of materials for the Board of Trustees meetings
Create and distribute meeting agendas, support materials, and minutes related to the Advancement department
Collaborate with Tessitura Database Manager each fiscal year-end for upcoming fiscal year build-out
Attend and participate in the Tessitura Extended Services Meeting and provide any Advancement-related issues to the Tessitura Support Team
Create, execute, and update Tessitura reports and serve as the primary point of contact for Tessitura on behalf of the Advancement department
Maintain and track daily scheduled reports in the Tessitura database management system and perform updates as needed
Process refund adjustments or re-classifications in the Tessitura database management system as needed for contributions or payments
Track and update discount promo codes in the Tessitura database management system
General office tasks include printing, scanning, copying materials, and preparing mail correspondence
Maintain a master calendar of Advancement meetings, events, and activities
Attend training, webinars, tutorials, etc. to increase the knowledge base for the Advancement department
Establish protocols and SOP’s for database management system, including coding and recording of actions
Provide support to other departments as needed
Perform other duties as assigned
Qualification
Required
Bachelor's Degree required
At least two years of administrative experience, preferably in a cultural organization
One to two years of experience in a fundraising environment, working directly with donors strongly preferred
Experience in working with donor database software is essential; knowledge of Tessitura is strongly preferred
Excellent verbal and written communications skills
Ability to maintain detailed and accurate records
Ability to work collaboratively with staff across departments
Excellent computer skills; full proficiency in MS Office Suite
Flexibility in schedule and ability to work independently
Ability to prioritize, multi-task, and follow through with minimal direction
Attention to detail, project management skills, and being highly organized is a must
Flexibility in varied job assignments
Willingness to pitch in when/where needed
Background clearance
Drug screening as part of the Drug Free Workplace Program
Company
Phillip and Patricia Frost Museum of Science
In 1949, The Junior League of Miami's "Project Finding Committee" determined that Dade County's children needed a science museum.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Neil Kurlander
Senior Vice President, Administration, General Counsel & Secretary
Recent News
Seattle TechFlash
2025-04-11
Seattle TechFlash
2025-04-11
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