About Our Organization Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society. Job Summary Reporting to the Director of Individual Giving & Membership, the Major Gifts Coordinator role provides administrative support for all individual giving fundraising, donor events, and travel experiences; and other duties as assigned. The coordinator plays an essential role in the success of the team’s work. The Major Gifts team is responsible for raising $4.8M in support of the Museum’s mission and operations for FY27, and for the identification, cultivation, and stewardship of donors at the $5,000 level and above. Essential Duties and Responsibilities Gift Processing and administration: Maintain donor records in Tessitura: update contact information, recognition listings, salutations, address duplicates, etc. Take the lead on all gift processing and acknowledgments Manage solicitation plans and moves management steps in Tessitura Create and maintain major gift reports and lists Events & Travel: Maintain patron events calendars and internal calendars for visibility and coordinate schedules with the Director’s Office and other teams Draft all event communications and invitation copy Work with the Graphic Designer to create event materials, including invitations Send all email communication and post-event follow-ups Assist with donor event planning Create travel itineraries and manage travel coordination, including lodging, transportation, meals, donor/ host gifts, thank you emails, expense tracking and processing Manage RSVP check-in process, greet guests, and assist with troubleshooting Donor Communication: Draft solicitation letters, proposals, emails, and other donor correspondence Work with the Graphic Designer to update major giving materials Merge letters, create PDF versions, and save documents in designated SharePoint folders Manage email communication in Prospect2 Additional Duties Help identify prospects and prepare donor research profiles and briefings, utilizing iWave and other research tools. Liaison for international and national art fairs Manage requests for exhibition and building tours, coordinating between Curatorial and Director’s Office Process team expenses Keep up-to-date records and file all documents in the appropriate SharePoint folders Opportunity to manage Development Intern with semesterly assignments Other duties as assigned Skills and Qualifications Attention to detail and dedication to quality control are required to successfully execute this role. Experience working with Tessitura or similar CRM system preferred but not required Proficiency with Microsoft Office Suite Event hours: early mornings and evenings for patron events, private tours, Museum openings, programs, dinners, and other Museum-wide events. Excellent research, writing, and organizational skills with strong follow-through are required. Proven project management and multi-tasking skills and ability to work independently, proactively, collaboratively, and effectively under pressure with a wide variety of colleagues, external partners, and stakeholders. The Coordinator should be a committed collaborator, creative thinker, and problem solver, who can clearly articulate ideas, frame challenges, highlight opportunities, and offer solutions. A high level of tact, diplomacy, and confidentiality is expected. Education and Experience 2-4 years of arts development work experience preferred Previous background with arts or non-profit organization preferred Work Environment This position is considered a non-exempt position for purposes of federal wage and hour law, which means that you will be eligible for overtime pay for hours in excess of 40 in a given workweek. Fast-paced environment with varying levels of guests and employees present. Building Accessibility – office locations are wheelchair accessible, with elevators in the building. Other accessibility accommodations can be further discussed.
