Development Coordinator, Planned Giving and Gifts of Works of Art

Job Description

Job Description

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

The Advancement Coordinator, Planned Giving and Gifts of Works of Art plays an integral role on the Individual Giving team by providing support to the Planned Giving and Gifts of Works of Art programs.

Specifically, you will:

• Provide general administrative support to the Director of Planned Giving and Gifts of Works of Art and assist with preparing proposals and related materials for their planned gift, gifts of works of art (GOWA), and major gift initiatives.
• Acquire and maintain knowledge of life income gift vehicles and proficiency in use of planned giving software, currently Planned Giving Manager, including the ability to produce life income gift calculations.
• Coordinate all aspects of planned gift administration, including reporting and tracking all gifts from initial notification to distribution; organizing and documenting associated paperwork; drafting communications with internal and external stakeholders relating to new and realized planned gifts; monitoring key deadlines; and ensuring timely acknowledgement of contributions.
• Collaborate with external partners to prepare planned giving marketing initiatives (newsletters, eblasts, and surveys) that align with the museum’s mission and messaging, including editing content, supporting data processing efforts to identify and qualify new prospective donors, and conducting follow-up outreach with newly identified individuals.
• Work with the museum’s charitable gift annuity administrator to ensure all activities are completed in a timely manner.
• Acquire and maintain basic knowledge of the types of gifts of works of art, and corresponding gift processes and procedures.
• Assist with donor communications related to the Anne d’Harnoncourt Society and the Fiske Kimball Society, including gift acknowledgment and welcome letters, coordinating with the curatorial team to ensure timely, accurate, and personalized notes.
• Help with unsolicited GOWA offers, tracking and forwarding information to the curatorial departments.
• Steward relationships with the members of the Fiske Kimball and Anne d’Harnoncourt Societies by coordinating special requests and participate in conceptualizing and planning collateral materials used to promote programming for the Societies.
• Maintain all digital and physical donor records for all PG and GOWA legacy society members including detailed donor records, in Raiser’s Edge and paper files. Ensure that the rosters are accurately represented in the Annual Report, on the museum website, and other publications.
• Coordinate with Development Operations to ensure gifts are entered correctly, mailing lists are generated, data integrity is preserved, and data projects are completed.
• Liaise with colleagues in Donor Engagement to ensure successful implementation of program events and represent the department at various museum events and activities.
• Support the PG Director in entering actions and contact reports, maintaining donor information in Raiser’s Edge database, and exporting donor responses to identify leads from PG marketing initiatives.
• Provide administrative support to members of the Individual Giving team as needed.
• Assist in preparing and tracking budgets for corresponding charge lines as needed and overseeing expense reporting in Ramp.
• Manage PG email inbox and phone line.
• Help advance and support other areas and projects such as the Library & Archives Committee, Asian Art Committee, PMA Guides, etc.
• Perform other administrative duties as requested.

Your background and experience include:

• Development experience in a professional environment preferred.
• A demonstrated ability to interact effectively with donors, volunteers, and staff at all levels.
• Exceptional writing and communication skills.
• Strong organizational skills with excellent attention to detail and the ability to be flexible and creative.
• Proficiency with all Microsoft Office programs including Microsoft Word and Excel.
• Knowledge of Raiser’s Edge and Planned Giving Manager software desirable.
• Bachelor’s Degree or equivalent relevant experience.

Position and Compensation Details

• The hourly rate for this position is $19.88.
• This position is Full-Time, Non-Exempt, and 35 hours per week.
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to Director of Planned Giving and Gifts of Works of Art
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
  • Job-specific physical requirements
• Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data.
• Able to work between main and auxiliary buildings as needed.
• Able to move items up to 15 pounds.
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

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