Development & Grants Coordinator

The Montana Historical Society seeks a Development & Grants Coordinator to support the successful execution of its fundraising program. Working closely with the Public Relations and Development Manager, the Coordinator brings a strong working knowledge of fundraising principles\: campaign management, donor research, and donor stewardship, together with hands-on ownership of the customer relationship database. This role requires high attention to detail and sound judgment in managing accurate, well-organized donor data and translating it into reports that inform fundraising strategy. The Coordinator also maintains consistent, professional communication with donors, members, agency programs, industry partners, and the public.

Database & Records Management

• Serve as the primary steward of the donor database\: enter, update, and maintain accurate constituent records, gift data, and interaction notes.
• Process charitable gifts, ensuring accurate entry, designation, and recognition.
• Set up and track pledges, send reminders, and run pledge reports.
• Manage database administration for campaigns, funds, and appeals, including ongoing maintenance to improve data integrity and performance.
• Track donors through the full donor lifecycle, including next steps, proposals, and gift outcomes.
• Build and run queries to extract donor and giving data, producing analysis that informs planning, goal-setting, and communication strategy.
• Coordinate with the Fiscal Office to reconcile the donor database against the state accounting system and uphold accounting best practices.
• Stay current on the database platform's best practices and identify opportunities for greater efficiency.

Donor Relations & Fundraising Support

• Serve as a point of contact for current and prospective donors, ensuring correspondence is tracked accurately.
• Support donor cultivation and stewardship through calls, emails, and cards.
• Compose and send gift acknowledgements and thank-you letters.
• Conduct donor and foundation research, compiling findings into donor profiles.
• Track donor naming preferences and maintain accurate lists for public recognition.
• Organize and maintain donor files.
• Support the Director, Public Relations & Development Manager and Program Managers in donor portfolio management, flagging next actions and providing portfolio analysis as needed.
• Assist in shaping fundraising opportunities, individualized donor strategies, and campaign timelines.
• Assist with annual appeals and other mailings, including coordinating with the printing vendor to ensure mailing-list accuracy and met deadlines.
• Support fundraising projects and events.
• Assist with grant research, writing, and report fulfillment as needed. 

 

Anyone who needs to request a reasonable accommodation in the application or hiring process should contact the HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.

Knowledge of: 

• Strong working knowledge of fundraising principles, including planned giving and endowments, and of philanthropic best practices and ethical standards.  
• Intermediate proficiency in Microsoft Office, including Excel.
• Experience with a CRM or donor database, preferably in a fundraising context.

Skills in: 

• High attention to detail, particularly in data entry and records management.
• Excellent written and verbal communication skills.

Ability to: 

• work in a fast-paced, deadline-driven team environment and manage multiple priorities with flexibility.
• work evenings and weekends for events as needed.

Education: 

• Bachelor's degree in business, communications, or a related field.

Experience: 

• Two years of experience in fundraising, development, or a related field. 
• Social media experience a plus.

Hours of Operations\:  

• The Montana Heritage Center operates seven days a week and is open all holidays except Thanksgiving and Christmas.  

• As an employee of the Montana Historical Society your work hours may fall outside the regular Monday to Friday, 8\:00 a.m. to 5\:00 p.m. schedule. 

This position is scheduled to work 30 to 35 hours per week.

 

Montana Historical Society is participating in E-Verify to confirm employment eligibility.  After accepting a job offer and completing Form I-9, your information will be submitted to the Department of Homeland Security and Social Security Administration for verification.  For more information about E-Verify, please visit the E-Verify website found here, https\://www.e-verify.gov/.