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. 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/. Title: *Development & Grants Coordinator * Location: Helena Requisition ID: 26142276