Philanthropy Administrator

Position Summary: The Philanthropy Administrator supports the Portland Museum of Art's (PMA) mission and strategic goals by managing key administrative and operational tasks within the Philanthropy department.

This role focuses on donor stewardship, prospect research, and ensuring smooth departmental processes to meet fundraising and relationship-building priorities.

Job Functions: Administrative and Financial Support Manages calendars, coordinates committees, and maintains documentation.Administers travel logistics, itineraries, and accommodations.Tracks and allocates expenditures, assists with budget management.Maintains administrative resources, forms, and equipment.Initiates internal business forms for Philanthropy team operational functions.Drafts, edits, and distributes meeting minutes, reports, and other communications.Provides administrative support for campaigns and strategic initiatives and generates regular progress reports for the Head of Philanthropy and executive leadership team.Coordinates with colleagues to ensure accurate gift coding and timely reconciliation of restricted funds.Develops stewardship reports based on restricted-fund activity.

Philanthropy Support Reviews and verifies donor credit lines in publications, signage, and other materials, confirming names and recognition levels match donor records and preferences.Leads preparation of stewardship reports for major funded exhibitions, programs, and events, and contributes to the annual impact report.Researches individuals, corporations, and foundations using prospect research databases and public records and prepares comprehensive briefings for fundraising staff.Prepares timely and accurate renewal notices for leadership-level donors.Prepares personalized acknowledgment letters for leadership-level gifts and manages the acknowledgment process to meet a 48-hour turnaround standard.Works with colleagues across departments to move philanthropy projects, including cases for support, event invitations, and mailings, from draft to delivery on time and on budget.Acts as a primary contact for internal and external inquiries.

Data Operations and Reporting Promptly and accurately records donor interactions and contact reports from gift officers and leadership in the donor database.Updates and maintains accurate donor data in the database, extracts queries and lists for analysis, and develops dashboards and reports to support gift documentation systems.Monitors pledge payment schedules and works with gift officers to ensure pledges are fulfilled on time.

Interdepartmental Collaboration Manages guest lists and registration data for philanthropy events.Collaborates on special projects, as needed.

Supervisory Responsibilities: None.

Qualifications: Associate's degree in business administration, finance, or related field.3-5 years of experience in administrative support or finance.A combination of related education, certifications, and experience may be considered.Experience in financ...