Donor Services Coordinator

Posted on 07/09/2021

Donor Services Coordinator
National Cowboy & Western Heritage Museum – Application Deadline: Open until filled

The Donor Services Coordinator administers Major Gift renewals and stewardship program, writes grants as well as coordinate initiatives for the Chief Development Officer. Foremost, this position will provide customer service, strategy and execution of all Development team initiatives and goals. Additionally, this position will be responsible for coordinating meetings, projects, and appointments for the Chief Development Officer.


Oversee Annual Fund and Major Gift Renewals and Stewardship

  • Coordinate fundraisers and direct mailings, phone calls, events, and online information.
  • Write and coordinates the grant process with other departments while maintaining Grants Hub and reporting.
  • Maintain renewals, write correspondence for donations, gift reminders and pledge payments.
  • Track donor gift data, source documents, donor achievements and recognition.
  • Assist in producing and printing of donor acknowledgement letters and other communications.
  • Coordination of Event Sponsor benefits, gifts, and acknowledgments
  • Perform data entry on database, including gift processing and creating mailing lists and reports for the Museum.
  • Creates leads for development team by researching corporations, foundations, and individuals.
  • Provide exceptional customer service to members and donors.
  • Perform other job-related duties as assigned.
  • Must be able to work occasional evenings and event weekends.
  • Contributes to a team effort and accomplishes related results as required.
  • Maintains confidential information.

Coordinate Initiatives for the Development Team

  • Manage the Chief Development Officer’s calendar, arranging business meetings, appointments, and phone calls.
  • Organize the Chief Development Officer’s out-of-town travel arrangements.
  • Effectively maintain a notification system of important dates, deadlines, and reminders for Development Team.
  • Prepare documents such as agendas, notices, and minutes for meetings.
  • Assist with creating and editing Development collateral including mailings, event information and more.
  • Establish and maintain an effective and efficient records management system.
  • Collaborate with the Development Team on special events, receptions, dinners, and fundraising functions.
  • Perform other job-related duties as assigned.
  • Must be able to work occasional evenings and event weekends.
  • Contributes to a team effort and accomplishes related results as required.
  • Maintains confidential information.


  • 3 years solid progressive fundraising experience or grant writing experience.
  • Strong proficiency in writing and communications
  • Must have initiative to make decisions and take control of situations.
  • Excellent organizational skills, attention to detail and ability to multitask effectively.
  • Ability to represent the Museum in a highly professional manner.
  • Ability to maintain confidentiality and sensitive information and materials.
  • Work evenings, weekends, and holidays as necessary
  • Ability to operate various work-processing software, spreadsheets, and database programs.

Reports To: Chief Development Officer
Status: Full-Time / Exempt
Salary: $35,000 - 40,000 depending on experience
Schedule: M-F, 8:00 a.m. – 5:00 p.m., including some weekends, evenings and events (45+ hours)

How to Apply
E-mail a cover letter and resume to the Human Resources, [email protected]. Please put Donor Services Coordinator application the subject field of the e-mail.

About the National Cowboy & Western Heritage Museum
The National Cowboy & Western Heritage Museum is a 501(c) (3) non-profit organization accredited by the American Alliance of Museums (AAM). Home to one of the nation’s foremost collections dedicated to historic and contemporary Western and American Indian art and material culture, the Museum has served the public since its opening in 1965. The Museum Campus is situated on nearly 37 acres atop the Persimmon Hill District in rapidly growing and affordable Oklahoma City. It includes the main 228,000 square foot building housing multiple galleries and interpretive areas, the Donald C. & Elizabeth M. Dickinson Research Library and Archive, and the Sam Noble Special Event Center, in addition to sculpture gardens, event grounds, and ample parking. This iconic cultural and educational institution has seen nearly 12 million visitors from across the nation and globe over its first half-century of operation and remains one of Oklahoma’s and the region’s primary tourist destinations. Entering its next half-century, the Museum now embarks upon an ambitious multi-year plan to establish itself as the preeminent cultural and educational institution dedicated to the American West and its place within the broader national identity and culture.    

The National Cowboy & Western Heritage Museum preserves and interprets the evolving history and cultures of the American West for the education & enrichment of its diverse audiences of both adults and children.