Database and Grants Coordinator

Job Description

Job Description

Database and Grants Coordinator 

Virginia Museum of Contemporary Art (Virginia MOCA) 
Location: Virginia Beach, VA 

Type: Full-time, salaried 
Classification: Exempt 
Department: Development 
Reports to: Director of Development 

Compensation: $47,000/year
Schedule: Monday–Friday; occasional evening and/or weekend work  

Position Summary 

The Database and Grants Coordinator maintains Virginia MOCA’s donor and membership database and supports the day-to-day operations of the Development department. This position is responsible for accurate records, cleaning and updating data, creating reports, setting up events and programs in the Customer Relations Management (CRM) system, and supporting the flow of information between the CRM and other systems. 

The position also coordinates grant administration, working with the Director of Development, contract grant writer, Finance team, and staff across the museum to track applications, deadlines, reporting requirements, and grant-related information. This is a collaborative role requiring strong organization, attention to detail, accuracy, and follow-through. 

Key Responsibilities 

Database & CRM Administration 

• Maintain Virginia MOCA’s donor, membership, prospect, event, and constituent records in the CRM and identify opportunities to improve data quality, processes, and efficiency. 

• Maintain data accuracy by reviewing records, correcting errors, and identifying and removing duplicate records. 

• Enter and update information, run queries, create reports, export data, and prepare lists to support fundraising, membership, events, and other Development activities. 

• Set up and coordinate events, memberships, classes, programs, and other activities in the CRM, including registration, check-in, and reporting. 

• Maintain CRM integrations with systems such as Eventbrite, Mailchimp, and QuickBooks and help ensure information is accurate across platforms. 

• Work with Finance to reconcile CRM gift and revenue records with QuickBooks and identify and resolve discrepancies. 

• Create and maintain spreadsheets, reports, and dashboards to support Development tracking and decision-making. 

• Provide CRM support and assistance to staff and maintain basic procedures and documentation for database use. 

• Administers appropriate database access and follow established data security and donor privacy practices. 

Grants Coordination 

• Coordinate with the Director of Development and contract grant writer on grant applications, deadlines, and reporting requirements. 

• Maintain the grants calendar and tracking system, including applications, awards, payments, and reporting deadlines. 

• Gather information, data, narratives, and attachments from staff for grant applications and reports. 

• Maintain organized grant files and supporting documentation. 

• Work with Finance to track grant-related revenue and expenditures and support reconciliation and financial reporting. 

• Monitor grant deadlines and reporting requirements and communicate upcoming needs to appropriate staff. 

• Assist with collecting and reporting program outcomes and other information required by funders. 

• Provide grant information to Marketing for public acknowledgment of awards. 

General Development Support 

• Assist with fundraising campaigns, donor communications, stewardship activities, and special events. 

• Support donor stewardship through accurate records, reports, and acknowledgments. 

• Provide data and reports to support fundraising, membership, and Development activities. 

• Participate in museum-wide events, including the annual Boardwalk Art Show, as needed. 

Qualifications 

• 2–4 years of experience in database management, development operations, grants coordination, nonprofit administration, or a related field. 

• Experience working with a CRM or database system; experience with NEON preferred. 

• Strong Excel and spreadsheet skills and the ability to create reports and work with data. 

• Familiarity with Mailchimp, QuickBooks, or similar systems preferred. 

• Experience with data cleanup, reporting, gift processing, or financial reconciliation preferred. 

• Strong organizational and time-management skills with the ability to manage multiple projects and deadlines. 

• Excellent attention to detail and accuracy. 

• Strong written and verbal communication skills. 

• Ability to work collaboratively across departments and with external partners. 

• Bachelor’s degree in nonprofit management, arts administration, business, computer science, or a related field preferred. 

Virginia MOCA strives for an inclusive work environment and actively embraces a diversity of people, ideas, talents, and experiences. We highly encourage Black, Indigenous, and people of color, individuals with disabilities, and other historically underrepresented groups to apply. 

No phone calls or walk-ins, please.

Applications will be reviewed as they are received, and interviews will be held thereafter.