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Capital Campaign and Development Coordinator

Company: Oklahoma Contemporary Arts Center
Date Posted: June 25, 2017

Position Summary

The Capital Campaign and Development Coordinator oversees the strategic organization and day-to-day administrative needs of the Capital Campaign.  In partnership with the Development Director and the Development Services Manager, s/he organizes regular peer prospect review sessions for Board and staff to discuss strategy for cultivation and solicitation of individuals and institutions for capital, operating and endowment gifts as well as for upper-level annual gifts.  S/he supports the Campaign and Development Committee volunteers by:  1) recording strategies decided at committee or prospect review meetings in the donor database; 2) distributing assignments immediately to volunteers and staff; 3) making appointments for face-to-face with prospects, 4) preparing volunteers and staff for solicitation meetings by distributing a strategy memo with capacity, comp giving and inclination research, and materials reflecting the interests of the prospect that align with the case for support.  The Coordinator respectfully follows up with committee solicitors to ascertain outcomes of meetings for tracking in the database.  S/he designs and produces a Campaign dashboard accessible electronically 24x7 and updated for distribution weekly, to include: 1) campaign funds raised YT, reporting both verbal and formal gifts and pledges, with documentation reconciled with finance, 2) # of solicitations planned and accomplished each month, 3) # of cultivation calls planned and made each month, 4) summary of new prospects pipeline in research for qualification, and 5) other data useful to the committee, the Executive Director or the Director of Finance.  In addition to the duties above, the Coordinator may also be called upon to assist volunteers to prepare to host small group cultivation events or speak to community organizations about OC’s vision for the future and specific elements of the capital campaign.  The Coordinator will attend campaign functions as needed.


Essential Job Functions

  • Perform or oversee research on top prospects to qualify capacity and inclination to support OC.
  • In collaboration with the Development Services Manager and DD, organize top prospects and current campaign donors into assigned portfolios and create the agenda for bi-weekly committee meetings.
  • For campaign and upper-level giving prospects, input cultivation and solicitation strategies and outcomes in the database records.
  • Update donor and prospect records with biographical information; change status from suspect to prospect to qualified prospect ready for an engagement strategy.
  • Following committee meetings, update database record with details of solicitation plan for specific purpose and amount.
  • Following special events, email participants about conversations with campaign donors and prospects.
  • Organize portfolios for the ED, AD, DD and others; similarly, organize each volunteer solicitor’s portfolio of current donors and prospects.
  • Attend campaign committee meetings and special prospect review sessions.
  • Record, compile and distribute minutes from Board Committee meetings.
  • With the Directors of Development and Communications, and involving the Artistic Director, generate a campaign newsletter to keep current donors and prospects informed of the status of the capital campaign.
  • Handle confidential donor/constituency information with sensitivity and integrity.
  • Provide assistance outside the normal business schedule to support the mission of the office
  • Other duties as assigned by the Development Director, the Executive Director and the Campaign Committee members. 


Essential Job Requirements

  • Bachelor’s degree preferred; five years’ or more work experience may substitute
  • 2 + years demonstrated experience in a high-functioning development office at a museum, arts education organization, school, university or related institution.  Experience with working in a non-profit organization preferred.
  • Capital campaign experience is a priority with daily productive interaction with Board members, donors, and prospects.
  • Excellent inter-personal skills and proven ability to build relationships
  • Power user experience with a relational donor database, especially Donor Perfect, Tessitura or Raiser’s Edge
  • Ability to learn new topics and technologies quickly, strong management skills, creativity and attention to detail
  • Excellent project management skills
  • Strong communication skills including writing, editing and public speaking
  • Knowledge of current IRA charitable contribution regulations
  • Proficiency in the Microsoft Office suite of programs, with a strong knowledge of Excel, Word and PowerPoint
  • Ability to interact effectively with all types of people, including OC staff, volunteers, corporate and foundation executives and other influential members of the community
  • Proven ability to present information concisely and effectively both verbally and in writing
  • A self-starter who organizes and prioritizes the work of the capital campaign
  • Ability to work independently with modest degree of supervision

Limitations and Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.


Other requirements and working conditions

  • Use of a car required; legally registered and insured for daily use
  • Use of a computer/monitor, telephone and copier daily
  • Availability to work evenings and weekends when required and agreed upon
  • Team environment with frequent group meeting participation

Physical requirements: Lifting/Carrying - heavy work may include routine lifting of a maximum weight of 50 lbs. Combination of sitting, standing, walking and driving on a frequent basis


Please submit cover letter and resume ASAP through this link: