Development Assistant at CMA

February 3, 2022


To provide administrative support to a four-person team working to advance the Columbia Museum of Art’s (CMA) mission by ensuring sustainable funding for the organization’s work, primarily supporting the frontline fundraising staff.

The Development Assistant is an integral member of CMA’s Development team. The Development Assistant serves as the backbone of the operation by coordinating all administrative functions and providing foundational support to all members of the Development team. Additionally, the Development Assistant conducts research, coordinates development events and programs, and assists with rental inquiries for the Venue Rental & Special Events Manager. Must be extremely detail-oriented and work to ensure delivery of impeccable donor services. Dedication to the mission and core values of the CMA is a must. Reports directly to the Development Officer with additional responsibility to the Chief Development Officer as required.


Administrative Support (60%)
• Assist with gift acknowledgement process and produce donor letters on a bi-weekly basis.
• Draft, proofread, edit, and send correspondence, including, but not limited to membership renewals, donor acknowledgement letters, and gift proposals
• Process incoming gifts in database, including batch deposits and credit card slips
• Manage pledge collection process, from database entry to printed acknowledgement
• Compile and create folders and marketing materials for Development prospect meetings
• Process check requests for department expenses and track department budget expenditures
• Gather preparatory memoranda and data for Development and Executive Director meetings with donors and giving histories as requested
• Assist with the CMA annual appeals, including drafting appeal text, coordinating materials and mailings, and tracking totals throughout the fiscal year
• Assist with grant applications and reports in coordination with the Grants Officer as assigned
• Maintain inventory of department supplies and coordinate with Business Office for ordering as needed
• Other related duties

Donor and Prospect Research and Strategy (20%)
• Research potential prospects and add information to constituent database, e.g., meeting notes, donor philanthropic interests, donor biographical information
• Proactively research new individual and corporate prospects, categorize into searchable formats, and write profiles to share at prospect meetings with the Development team
• Assist the Executive Director and Chief Development Officer with Moves Management process
• Maintain and update donor matrix for BOT President and Executive Director
• In coordination with the Grants Officer, actively research new corporate and foundation grant prospects, identify key information, and write profiles to share with the Development team
• Monitor local and national media outlets for news and information on philanthropic trends, CMA donors, and prospects

Special Events/Venue Rental Support (10%)
• Assist with organization of special events planning, preparation, and execution, and with processing of event RSVPs
• Enter rental contracts and payments into database
• Answer inquiries received through the CMA website rentals portal. Provide specifics related to rentals, answer questions, and schedule walk-throughs as needed
• Assist in the management of the Venue Rental & Special Events Manager’s calendar in scheduling rental walk-through appointments

Database Management (5%)
• Achieve proficiency in Blackbaud Altru database, SharePoint, iWave, MS Office 365, Teams, and any other database/software used for development functions
• Working with Database Administrator, regularly manage updates to constituent database to ensure all contacts are properly moved through development moves management process and coded appropriately
• Manage portfolio reports and donor toolkit for Executive Director and Chief Development Officer
• Assist Database Administrator in tracking systems and reporting for Development revenue goals

Fundraising (5%)
• Solicit and receive $10,000 annually in new funding of sponsorships and/or memberships
• Assist with stewardship of CMA donors, including any complimentary membership renewals, donor invitations to development events, delivery of stewardship gifts, and any follow-up as assigned
• Manage and solicit donations for Chamber Music Series Playbill

The Columbia Museum of Art reserves the right to revise this job description as needed to comply with actual job requirements.

• Bachelor’s Degree with minimum of 2-3 years of experience in an area related to office administrative support, development, project management, or event coordination. Prior nonprofit work experience a plus
• Exceptional skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities, and problem solve
• Excellent customer service abilities
• Excellent reading, writing, and grammar skills, both written and verbal
• Excellent skills and experience with Microsoft Word, Excel, and Outlook, working with databases and internet research; knowledge of cloud database a plus
• Demonstrated team player with strong collaboration abilities
• Ability to take initiative with projects and to work independently
• Knowledge of telephone and electronic mail protocol
• Discretion and sound judgment. Maintains the highest professional and ethical standards
• Must have an enthusiasm and a commitment to the mission and vision of the museum, including its established experience promises, and be a passionate advocate for the CMA
• Be a positive person who consistently interacts courteously and respectfully with both internal and external individuals
• Must have a demonstrated commitment to the practices of diversity, equity, access, and inclusion
• Flexibility in schedule required

Job Type: This is a full-time, 40 hours per week, non-exempt position. Occasional evening and weekend hours required.

Salary: Commensurate with experience and qualifications

Contact: The Columbia Museum of Art is an Equal Opportunity Employer, committed to diversity, accessibility, equity, and inclusion. Confidential inquiries, applications, and recommendations are welcome. Please email cover letter and resume to Mrs. Jeanna Dixon-McCray, at [email protected] with “Development Assistant” in the subject line.