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Grants & Development Coordinator

Company: Children's Museum of Tacoma
Date Posted: December 14, 2017



Grants & Development Coordinator 


Position Title:             Development & Grants Coordinator

Status:                         up to 40 hours per week, benefits eligible, accrues paid time off

Rate of pay:                $15-$17 hourly, overtime eligible

Reports directly to:    Grants & Assessment Director, Kimberly McKenney

Hours:                         Regular office hours are Monday – Friday, 8:30 am – 5 pm, shifts vary depending on team need. Position will be required to work occasional weekend and evening hours depending on needs.

Benefits:                      12 paid holidays; 5 days personal time; 5 days vacation; 100% vision, dental, medical insurance coverage; and flexible scheduling


Position Description:

The Development & Grants Coordinator will perform a variety of administrative tasks to support the Grants & Assessment Director, Development Director, Development and Campaign Manager, and Special Events and Development Manager. The Development & Grants Coordinator will be adept in stewardship activities related to non-profit fundraising and relationship management, possess very strong writing and research skills, and have a keen attention to detail.


Specific Grant/Assessment Duties (45%):

●        Create and manage grant calendar including schedule for stewardship, letters of inquiry, proposals, reports, and grant compliance deadlines

●        Perform research on foundations, corporations, and government entities to identify strong funding prospects for grants and corporate sponsors in alignment with the Museum’s strategic and programmatic goals

●        Conduct topical research to ensure current statistics and approaches are incorporated into grant proposals

●        Assist in writing, packaging, and submitting competitive proposals to private and public foundations, corporations, and government agencies

●        Assist in writing interim and final reports to grant funders, along with other required documentation

●        Maintain accurate and current funder files

●        Assist in the creation and implementation of evaluation plans to best assess and document Museum services and programs

●        Assist in creating evaluation tools such as hardcopy and online surveys

●        Monitor and track admissions data to ensure accuracy

●        Manage the flow of evaluation implementation and results, including processes for evaluation data entry

●        Analyze evaluation data and generate program impact reports


Specific Development Duties (50%):

●        Support the Development team in the creation, maintenance, and implementation of the annual Development Plan

●        Coordinate meetings: scheduling; preparing meeting rooms, support materials, and hospitality; and taking and distributing meeting notes

●        Support special events: assist with event attendee registration; assist with setting up, working at, and breaking down events

●        Process gifts and generate acknowledgement letters and related communication reflective of Museum’s current services and brand

●        Manage SalesForce and Maestrosoft databases, including recording, reporting, and file management

●        Design database analysis and reports to inform strategies to meet fundraising goals and provide progress reports to Grants & Assessment Director, Development Director, Development & Campaign Manager, and Finance Manager to reconcile accounts

●        Coordinate the Development Director’s and Grants & Assessment Director’s calendars, meetings, and travel arrangements

●        Support development team in implementation of donor stewardship initiatives, such as mailing annual reports, program reports, holiday cards, greeting cards, and other communications


General Administrative Duties (5%):

●        Perform administrative duties including answering phones, filing, copying, sorting, mail processing, etc.

●        Manage general office organization and aesthetic appearance

●        Other duties as assigned


Skills, Knowledge and Abilities:

●        Very strong writing, editing, analytic, and research skills

●        Familiar with grant research techniques for fundraising prospect research

●        Experience with data entry and data management, expertise with Salesforce a plus

●        Excellent use of Microsoft Office (Word, Excel, Publisher) with proficiency in mail merge and current business correspondence norms

●        Familiarity with Google Suite (email, documents, calendar) and Survey Monkey

●        Collaborative working style: ability to forge and maintain effective working relationships with a variety of representatives of public and private organizations, Board members, volunteers, vendors, museum staff and the general public

●        Proactively anticipate and prioritize team needs

●        Effective communication and problem solving skills to advance the Museum’s mission and Development Team

●        Highly organized with great attention to detail, planning, and efficiency skills

●        Keen aesthetic sense, with ability to implement the Museum’s brand throughout all work with polish


In addition to the skills above, the Development & Grants Coordinator is expected to:

●        Represent the Museum and the administrative team.

●        Reflect professionalism in demeanor and attire.

●        Be flexible and willing to go the extra mile.

●        Due to the position’s close tie to the Director team, exercise discretion and build a trusting relationship.


Minimum Qualifications:

●        One year or more experience in an administrative position,  non-profit experience preferred

●        Bachelor's degree required

●        Must have a valid Washington State driver’s license

●        Must be able to stand for up to eight hours

●        Must be able to lift up to 30 lbs and climb a ladder



Organization Description

The Children’s Museum of Tacoma honors children and champions play. The Museum’s Staff works diligently to maximize every moment and every dollar to impact the Museum’s health and the experience we provide the community.  We focus first on the Museum, second on the Team and lastly upon ourselves. We also strive to make the Museum the best place we’ve worked. For more information please visit our website at:


Work is guided by these values:

●        Respect: We honor the time, talents and intentions of others by giving compassionately of our own and by showing gratitude.

●        Inspiration:  We dream, seek and are receptive to the world.

●        Lifelong Learning: We progress through inspiration, discovery and reflection.

●        Ish: We are creative, imaginative, whimsical, and boundless.

●        Provocative: We are innovative and challenge the community to advocate for children.


Staff is expected to model the Museum’s personality:

●        Honest: We courageously communicate with transparency to move the Museum forward.

●        Innovative: We listen carefully, implement change, and share new approaches.

●        Progressive:  We strategically collaborate and implement new ideas for the common good..

●        Inclusive: We strive to make all people feel welcome and comfortable.

●        Playful: We embrace joy and lightheartedness as essential elements in our work and message.