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

Physical Demands 

N/A

Work Environment 

Compensation

$32-$34 per hour

A competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.

Application Instructions

Please upload your resume and a cover letter to your application. No phone calls or emails, please.  

Please note that while careful consideration will be given to each submission, only a select number of applicants will be contacted due to the volume of interest.

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.  

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.