Development Operations Coordinator

Job Description

Job Description

Description:

The National Building Museum inspires curiosity about the world we design and build.

We are a private non-profit institution that transforms understanding of the history and impact of architecture, engineering, landscape architecture, and design. The National Building Museum educates, entertains, and engages people about the built environment and challenges them to advocate for a sustainable and equitable future.

Position Summary

The Development Operations Coordinator plays a central role in supporting the effectiveness and growth of the Development department and the Museum’s fundraising success by managing the Museum’s donor database, gift processing, and reporting functions. This position ensures the accuracy, integrity, and usability of fundraising data, working closely with Development and Finance teams to track contributions and measure progress toward fundraising goals.

This role is highly detail-oriented and systems-focused, with responsibility for maintaining data hygiene, generating reports and dashboards, and supporting donor invoicing and gift reconciliation. The Coordinator will also play a key role in the roll out and ongoing management of the CRM system, helping to establish best practices and scalable processes for the department. In addition, this position provides general administrative and operational support to the Development team, contributing to a collaborative and efficient work environment.

Essential Duties and Responsibilities

CRM and Database Management

• Serve as the primary administrator and day-to-day manager of the Museum’s donor database/CRM.
• Create donor records, input data and develop strategies for coding of records.
• Enter gifts and pledges into the donor database, working with Relationship Managers to ensure accuracy of deposit reports. 
• Oversee acknowledgement process and gift forms in collaboration with Relationship Managers to ensure every gift is properly acknowledged in a timely manner.
• Maintain data integrity through ongoing data hygiene efforts, including deduplication, record updates, and field use consistency.
• Develop and document data standards, procedures, and best practices to support consistent database use across the department.
• Support optimization of the CRM system, including data cleanup, refining workflows, and establishing standard operating procedures and user best practices.
• Troubleshoot database issues and serve as a resource for staff using the CRM.

Gift Processing & Financial Coordination

• Process all contributions, including checks, online gifts, and other payment types.
• Partner with the Finance team to reconcile gifts on a regular basis, ensuring alignment between Development and financial records.
• Prepare, send, and track donor invoices and pledge reminders, monitor payment schedules, and follow up as needed.
• Assist in preparing documentation and reports for audits and financial reviews.
• Maintain accurate records of donor contributions and ensure proper coding aligned with fundraising initiatives.

Reporting & Data Analytics

• Generate regular and ad hoc reports on fundraising progress, revenue, and donor activity for Development staff and leadership.
• Build, maintain, and generate reports and dashboards to monitor moves management activity and track progress toward fundraising goals.
• Support prospect management and donor segmentation through list pulls and data analysis.
• Prepare donor recognition lists and other data-driven outputs as needed.

Development Administration

• Provide general administrative support to the Development department, including scheduling meetings, preparing materials, and coordinating team activities.
• Manage general office operations for the department, including work space, office supplies, and equipment.
• Manage online subscriptions for the department.
• Track departmental expenses and manage receipts and back-up.
• Serve as the Development department representative for organization-wide calendar coordination, helping to track key dates and ensure alignment across teams.
• Maintain organized digital files, shared drives, and procedural documentation.
• Stay informed on best practices in fundraising operations, database management, and data governance.
• Assist with special projects and cross-departmental coordination as needed.

Requirements:

Qualifications and Requirements

Specific requirements include:

• 1-3 years of experience in a nonprofit, development, or data/operations role preferred.
• Experience working with at least one CRM or donor database required.
• Familiarity with gift processing and basic financial reconciliation practices preferred.
• Exceptional attention to detail and commitment to data accuracy.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent organizational, written and verbal communication, and interpersonal skills required. 
• Collaborative, proactive, and adaptable with a willingness to learn.
• Ability to work evenings and weekends on occasion for Museum related events. 
• Strong proficiency in Microsoft Excel and Office Suite.
• Bachelor’s degree or equivalent experience required.

What We Offer

Full-time employees are eligible for the following benefits:

• Medical, Dental and Vision insurance.
• Employer paid Life and Disability insurance.
• Hybrid schedule.
• 11 paid holidays.
• Generous paid time off policy.
• 403 (b) plan with match.
• Museum Shop discounts.
• Free on-site parking.