Job Description
Job Description
Data Specialist
Chrysler Museum of Art Tagline
The Chrysler Museum of Art in Norfolk, VA is a premier cultural destination, showcasing over 30,000 works across 50 galleries and featuring the Mid‑Atlantic’s only Glass Studio. With free admission, the Museum is dedicated to accessibility and inspiring all who engage with art.
Department:
Philanthropy, while maintaining a collaborative relationship with Finance
FLSA Status:
Non-Exempt
Supervisor duties:
No
Position Type:
Full-Time (FT)
Reports to:
Chief Philanthropy Officer
Benefits Eligibility:
FT - Yes, Medical, Dental, Vision, 403 B, STD/LTD, PTO, etc.
Revision Date:
July 2026
Hourly Pay Range:
$20.00-$28.00 per hour. Starting pay will be determined based on relevant experience, skills, qualifications, and internal equity considerations.
Primary Purpose:
The Philanthropy Data Coordinator is responsible for maintaining and optimizing the Museum’s constituent database, ensuring its accuracy, integrity, and effective use across the organization. This role also serves as a key resource for prospect research, donor analytics, reporting, and data-driven insights that support fundraising strategies, campaign planning, donor cultivation, and departmental decision-making. Success in this role is demonstrated by consistently maintaining accurate donor and member records, processing all contributions within 24 hours of deposit, generating acknowledgements and membership cards within 48 hours, delivering renewal notices and pledge reminders with at least 95% on time completion, producing timely and actionable reports and prospecting data, and reconciling daily donations with Finance to ensure alignment across systems. By consistently meeting these standards, the Philanthropy Data Coordinator supports fundraising, stewardship, prospect development, and operational goals while serving as a trusted partner to colleagues in Philanthropy, Finance, and other departments.
Key Performance Indicators (KPI):
Openness: Share information transparently and collaborate across departments to strengthen organizational trust.
Respect: Handle sensitive donor and member data with confidentiality and professionalism, ensuring all interactions reflect the Museum’s values. Ensure donor records are maintained with accuracy and kept up to date.
Growth: Seek opportunities to improve database processes, documents, adopt best practices, and support the Museum’s evolving needs.
Dynamism: Adapt quickly to new projects, technologies, and priorities, maintaining flexibility and responsiveness in a fast‑paced environment.
Essential Functions:
- Donation Processing: Accurately enter all donations (memberships, contributions, and pledges) received via mail, online, or in person into the database. Ensure daily reconciliation of donations within 24 hours of deposit.
- Acknowledgements & Reporting: Generate membership cards, donor acknowledgements, and daily reports in a timely and precise manner. Generate acknowledgement letters within 48 hours of gift receipt.
- Gift Entry: Works in collaboration with Finance to ensure all gift entries are reviewed promptly and accurately.
- Membership Management: Print, review, and mail membership renewals, cards and receipts to ensure consistency and timely response.
- Database Hygiene: Maintain data integrity by establishing and running system checks, such as updating records, and performing deduplication to eliminate redundancies.
- Maintains and updates the Policies and procedures manual
- Documentation: Scan and attach relevant documentation to constituent records for historical and audit purposes.
- Prepare and deliver ad hoc database reports as needed to support departmental and organizational needs.
- Prospect Research: Run and distribute weekly prospect research reports to the Philanthropy team to support donor cultivation.
- Financial Reconciliation: Partner with the Finance team to reconcile daily donations and ensure alignment between systems, Altru and Financial Edge.
- Reporting & Analysis: Prepare queries and generate reports for Philanthropy and Finance teams as requested, supporting strategic decision‑making.
- Special Projects: Assist with departmental initiatives and special projects as assigned. (ie: Lapsed membership calls, In-kind donation requests & assistance with Development special events as needed)
- General Administrative Support: Perform other duties as required to advance the Museum’s mission and operational efficiency.
- Other duties as assigned.
Required Knowledge, Skills, and Abilities:
- Four years of experience in database management, including data entry, reporting, record maintenance, and quality assurance; finance-related experience preferred.
- Advanced proficiency in Microsoft Office Suite and web-based applications, with the ability to quickly learn new systems.
- Strong written and verbal communication skills, with the ability to interact professionally with diverse audiences.
- Proven ability to collaborate effectively with staff, board members, volunteers, and external stakeholders.
- Self-motivated and able to work independently while managing multiple priorities with minimal supervision.
- Excellent organizational, time management, and customer service skills, with exceptional attention to detail and accuracy.
- Demonstrated ability to maintain confidentiality and exercise sound judgment with sensitive information.
Preferred Knowledge, Skills, and Abilities:
- Prior experience in a non-profit setting and BA/BS preferred.
- Prior Altru and Financial Edge (the Museum’s primary CRM) experience strongly preferred or similar CRM systems.
Working Conditions and Physical Requirements:
Ability to lift and carry items up to 25 lbs., including on stairs; perform routine physical activities such as standing, walking, sitting, bending, and reaching; and effectively meet the visual and auditory demands of the position, with or without reasonable accommodation. Must be comfortable working in a fast-paced environment with frequent interruptions and regular interaction with the public.