Department Manager/Campaign Coordinator

Job title: Department Manager/Campaign Coordinator
Organization: Contemporary Arts Center
Location: Cincinnati, Ohio

Job Description

Founded in 1939 as one of the first institutions in the United States dedicated to showing contemporary art, the Contemporary Arts Center seeks applicants for the full time position of Department Manager/Campaign Coordinator.

The Contemporary Arts Center (CAC) seeks a highly motivated and organized problem-solver with strong administrative abilities and superior interpersonal, communications and computer skills. A successful candidate will be a quick learner, accurate, flexible and persistent, who will thrive and provide continuity in a fast-paced, entrepreneurial environment. The candidate must be comfortable facilitating, communicating and working with a wide range of individuals. The candidate will be required to synthesize and summarize information, track and manage multiple deadlines, work independently and reliably, and be productive and efficient during the life of the campaign including an intensive period of planning and development. Schedule must be flexible as evening hours are needed for occasional CAC development related events. This position reports to the Chief of Development.

Department Manager Responsibilities:

  • Oversees the implementation of all day-to-day activities supporting the Chief of Development (COD).
  • Schedules all donor and committee meetings; prepare all meeting materials in advance and be prepared to prep COD with donor profiles. Prepares for meetings with agendas, takes minutes and provides follow-up.
  • Types memos, correspondence, reports and various routine forms usually from rough draft, and makes changes in grammar, punctuation or spelling as needed.
  • Answers telephones and greets callers. Takes and relays messages, makes appointments, obtains requested information, gives directions and answers routine inquiries according to departmental policies and procedures.
  • Maintains donor records and contact report updates in the prospect management database, runs pledges and other reports needed and provides pertinent data to be used during the strategic process. Provides donor lists for mailings and publications. Maintains all updates in the database.
  • Gift processing: records all gifts into the database in a timely manner, runs credit transactions for gifts and other purchases, handles daily batching with reports on designation to finance office for deposit and accountable to Accounting/Financial Services.  Responsible for processing of stock gifts and estates and trusts. Enters credit card information into prospect management software and manages recurring payments.
  • Ensures appropriate stewardship of gifts and are responsible for the entire acknowledgement process for donors including in-kind forms, thank you letters for tax purposes, gala art receipts letter to buyers and artists, etc.
  • Creates all invoices and renewals of upper level members.
  • Manages and continuously updates sponsors and other donors; communicates this information throughout the departments and ensures that there is appropriate acknowledgment in verbal recognitions, collateral materials, physical spaces and digital platforms.
  • Works with prospect management software to asses and utilize features to benefit the CAC including further customization as new features become available. Trains other CAC staff members on the system as needed.
  • Performs related general office duties such as photocopying, collating and assembling documents, accepting and delivering interdepartmental correspondence, stuffing mailings and donor folders, organizing PR materials, sorting, classifying and filing materials, updating records and filing as directed, and so forth.
  • Establishes and maintains hard copy and electronic filing systems.
  • Administrative support of annual special events and ability to work flexible hours to support these events.
  • Maintains Board of Trustees giving, sends invoices quarterly and provides excellent stewardship. Provides Board lists for mailings and publications.
  • Oversees on-boarding of interns, manages all interns for the department by scheduling, assessing their performance, assigning duties and training.
  • Prepares timely pledge reminder letters for donors with outstanding pledges and makes follow up calls.
  • Makes weekly/monthly solicitation and renewal phone calls to donors under $1,000.
  • Other miscellaneous duties, projects, and support.

Campaign Responsibilities:

  • Provides project management for assigned donor projects, including the workflow management and execution of all phases of fundraising projects as directed by the Chief of Development, which will entail: planning and strategy development, research and analysis, prospect identification, campaign/solicitations management, and donor stewardship.
  • Oversees the implementation of the day-to-day activities related to the planning and execution of the campaign to include scheduling and supporting campaign committee meetings as well as producing campaign committee communications, meeting agendas, meeting minutes and tracking action items. Provides additional support as needed to campaign volunteers /consultants.
  • Provides day-to-day management and execution of project tasks, including:
    • Administrative support to the Chief of Development including booking all appointments, meeting preparation and follow-up, strategy execution, and client and donor communications.
    • Production of donor deliverables, including: meeting materials, presentation decks, reports, brochures, donor acknowledgement materials, proposals, mailings and others as needed.
    • Donor research and prospecting as needed to accomplish fundraising goals.
    • Establish systems and processes for keeping senior leadership and clients abreast of project development and status.
    • Plans and coordinates campaign events-house parties, dinners, tours etc.


Skills and Attributes:

The CAC seeks an individual who is inspired by the impact of the non-profit arts sector and is driven to deliver highly professional work in a team oriented institution. The Manager will be working with a high-performance team in a fast-paced environment, and will ideally have the following skills and attributes:

  • Ability to proactively self-manage projects with minimal direction from the Chief of Development.
  • Excellent computer skills including all Microsoft Office programs especially Word, Excel, PowerPoint and Outlook as well as ability to learn and adapt to new systems with minimal guidance.
  • Acts with integrity, has high standards of professional conduct and respect for confidentiality.
  • Ability to understand and anticipate next steps in complex processes.
  • Desire and ability to work in a team environment to achieve objectives and to effectively anticipate donor needs and desires.
  • Exceptional written and oral communication skills including strong writing, editing and presentation abilities.
  • Keen attention to detail and ability to deliver work of the highest quality.
  • Strong time management and organizational skills and ability to balance demands of multiple projects at the same time, while still reaching internal and external deadlines and goals.
  • A bachelor’s degree and 3-5 years of work experience in a non-profit fundraising/development department or business environment.

Organizational Responsibilities:

The Contemporary Arts Center is committed to the Donor Bill of Rights and to being a donor centered organization.

The Contemporary Arts Center is committed to protecting the privacy of our donors and prospective supporters.

Application Process:

Please send cover letter and resume by May 8, 2018 to:

Contemporary Arts Center
44 East 6th Street
Cincinnati, OH 45202
Attn: Human Resources

Also, application materials can be mailed to No phone calls accepted, nor will they be returned.

The Contemporary Arts Center is an Equal Opportunity Employer.