Development Operations & Grants Associate

Department: Development
Reports To: Development Director
Status: Full-Time (32 hours/week)
Classification: Hourly, Non-Exempt

Position Summary

The Development Operations & Grants Associate supports the fundraising and membership operations of The Butler Institute of American Art. This role manages donor and gift processing, membership services, stewardship activities, grants administration, and development operations while serving as the primary administrative support to the Development Director.

This position is ideal for a highly organized, detail-oriented professional who enjoys systems management, donor engagement, and mission-driven work. The Associate ensures donor records, grant materials, and fundraising communications are accurate, timely, and aligned with organizational goals.

The Associate also supports and coordinates the museum’s membership program through direct mail, email campaigns, special events, renewals, acknowledgements, and donor communications in collaboration with the Development, Marketing, Public Relations, and Graphic Design teams.

Primary ResponsibilitiesGrants Administration & Support

• Maintain organized digital files of grant materials, including IRS letters, audits, board lists, staff bios, and organizational boilerplate documents.
• Track grant application, reporting, and compliance deadlines.
• Research prospective foundations and corporate funding opportunities using tools such as Candid’s Foundation Directory.
• Gather program data, metrics, photos, and testimonials for proposals and reports.
• Maintain funder portal registrations and upload required documentation.
• Assist with drafting proposal components, including organizational descriptions and program summaries.

Donor Relations, Gift Processing & Membership Services

• Process gifts, membership dues, recurring donations, and special contributions in DonorPerfect CRM.
• Prepare and distribute thank-you letters, tax acknowledgements, renewal notices, and welcome materials.
• Serve as the primary contact for donor and member inquiries via phone and email.
• Maintain accurate donor records, including gift coding, batching, and reconciliation with the finance team.
• Generate fundraising and membership reports, including donor retention and giving trends.
• Support donor stewardship activities and fundraising campaigns.
• Assist with donor segmentation lists for appeals, newsletters, and communications.
• Perform additional duties as assigned.

QualificationsRequired

• 1–3 years of administrative experience, preferably in a nonprofit or fundraising environment.
• Experience supporting membership development and fundraising initiatives.
• Proficiency in DonorPerfect or similar CRM/database systems.
• Strong Microsoft Office skills, especially Excel.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities independently.
• Professional customer service and guest relations experience.
• Flexible schedule, including occasional evenings and weekends.

Preferred

• Experience engaging young professional audiences (ages 21–40).
• Experience supporting higher-level membership strategies and donor cultivation ($1,000–$6,000 giving range).
• Adobe Creative Cloud experience is a plus.

Pay: From $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Administrative: 3 years (Preferred)
• CRM software: 1 year (Required)

Work Location: In person