Campaign Operations Coordinator, PT/temp

JOB SUMMARY

Description: The Biggs Museum of American Art is seeking a highly organized, detail-oriented Campaign Operations Coordinator to support the Museum’s capital campaign. This position serves as the operational engine room of the campaign, helping ensure that donor activity, prospect movement, gift tracking, acknowledgments, briefings, committee materials, and follow-up steps are accurate, timely, and well-coordinated.

This is a hands-on administrative and project management role for someone who understands that successful fundraising depends on disciplined systems. The Campaign Operations Coordinator will support the Executive Director, Deputy Director, development staff, consultants, and committee members by keeping campaign information organized, preparing donor materials, tracking next steps, and helping the campaign move forward with consistency.

The Campaign Operations Coordinator is not expected to serve as a primary solicitor. The purpose of this position is to protect donor-facing time for Museum staff by managing the details that make donor work effective. Success in this role will be measured by the accuracy of campaign records, timely follow-up, reliable reporting, well-prepared donor and committee materials, and the smooth coordination of campaign activity across staff, volunteers, and consultants.

Education and Experience:

• Bachelor’s degree in nonprofit management, communications, business administration, arts administration, or a related field preferred; equivalent professional experience considered
• Minimum of three years of administrative, fundraising, campaign, project management, or executive support experience preferred
• Experience in a nonprofit or mission-driven setting preferred
• Experience supporting fundraising, major gifts, capital campaigns, donor relations, or board/committee work strongly preferred
• Experience with donor databases or CRM systems required; Veevart or Salesforce experience a plus
• Strong proficiency with Microsoft Office, especially Excel, Word, Outlook, and PowerPoint
• Ability to manage spreadsheets, donor lists, reports, meeting materials, and project timelines with accuracy
• Excellent writing, editing, proofreading, and professional correspondence skills
• Strong attention to detail and ability to manage confidential donor and campaign information with discretion
• Ability to track multiple deadlines, follow-up items, donor actions, and committee needs at the same time
• Professional judgment and comfort working with trustees, donors, volunteers, senior staff, and external partners
• Ability to work independently, identify priorities, and keep projects moving without constant direction
• Familiarity with gift processing, pledges, acknowledgments, restricted gifts, or donor stewardship preferred
• Interest in the Biggs’ mission, capital expansion, and role in Dover’s cultural and civic life

Organizational Structure: Reports to the Deputy Director, with close working relationships with the Executive Director, Major Gift Officer, Board members, and campaign consultants as needed.

Schedule: Part-time, temporary position, approximately 20 to 25 hours per week. The schedule is primarily weekday hours, with occasional evening availability for campaign committee meetings, donor events, or campaign-related activities. This position is based in Dover, Delaware. Regular on-site presence is required.

This position is expected to continue through the active phase of the capital campaign (12-24 months), with the possibility of extension based on campaign needs.

Responsibilities

• Maintain the campaign moves management system, including donor activity, assignments, contact reports, next steps, and follow-up items
• Track prospects through the campaign pipeline, including qualification, cultivation, solicitation, pledges, payments, acknowledgments, and stewardship
• Prepare donor briefing materials, meeting notes, proposal materials, pledge documentation, gift agreements, and follow-up correspondence
• Draft and coordinate donor communications, including thank-you letters, pledge reminders, stewardship notes, meeting follow-ups, and campaign updates
• Track campaign gifts, pledges, payment schedules, donor restrictions, naming opportunities, and recognition commitments in coordination with development and finance staff
• Maintain campaign reports and dashboards, including progress to goal, active prospects, pending asks, closed gifts, pledge schedules, and outstanding follow-up
• Coordinate campaign committee meetings, including scheduling, agendas, materials, minutes, attendance, assignments, and next steps
• Maintain organized digital and physical campaign files, including proposals, pledge forms, donor correspondence, meeting notes, reports, and historical records
• Support campaign events, donor briefings, tours, cultivation meetings, and volunteer engagement as needed
• Help maintain data integrity in Veevart and related campaign tracking tools, including monitoring incomplete records, missing contact reports, unacknowledged gifts, and pending pledge documentation
• Support campaign-related grant, foundation, sponsorship, and donor recognition tracking as needed
• Maintain strict confidentiality regarding donor information, campaign strategy, gift discussions, and institutional financial matters
• Other duties as assigned related to the Museum’s expansion and fundraising priorities

Compensation

The position offers an hourly rate of $22-$26/hour, commensurate with experience. This is a part-time, temporary position. Benefits eligibility will be determined according to the Museum’s employee handbook and applicable employment policies.

Apply
Interested candidates should send a cover letter and resume to Nancy Bissonnette at nancy.bissonnette@thebiggsmuseum.org with the subject line “Campaign Operations Coordinator.” Applications will be reviewed on a rolling basis until the position is filled. No phone calls please.

About working at the Biggs Museum of American Art

The Biggs Museum of American Art, located in the heart of downtown Dover, Delaware, is a vibrant hub for regional art and cultural engagement. Dedicated to transforming the community through the art of our region, the museum celebrates discovery, fosters collaboration, and remains open to all.

Home to an exceptional collection of American fine and decorative arts, The Biggs showcases works spanning the Colonial era to the present, with a special emphasis on Delaware Valley artists and the rich artistic heritage of the Mid-Atlantic region. Alongside its permanent collection, the museum presents innovative temporary exhibitions, community programs, and educational initiatives that connect audiences of all ages to the transformative power of art.

As a cultural cornerstone of Dover’s lively downtown, The Biggs serves as a catalyst for learning, civic pride, and economic vitality, hosting everything from hands-on family programs and wellness events to special exhibitions featuring national and regional artists. Through partnerships with organizations, schools, and fellow museums, The Biggs advances the arts as essential to civic well-being and community life.

We believe that creativity has the power to improve individual lives and the well-being of a community. As part of that belief, The Biggs is committed to achieving diversity and inclusion in its hiring practices, governance, programming and engagement with the community. We are an equal opportunity employer regardless of, race, color, religion, gender, age, national origin, military status, veteran status, physical or mental disability, sexual orientation, gender identity, genetic information or any other characteristic that is protected by law.