Institutional Giving Coordinator

The Institute of Contemporary Art, Miami (ICA Miami)

Miami, FL

Work Location: In-office


  • Full Time
  • Miami, FL (Remote)
  • Work Location: In-office
  • Museum
  • $50,000.00
  • $50,000.00

Website icamiami The Institute of Contemporary Art, Miami (ICA Miami)

Position Summary:
Reporting to the Director of External Affairs, the Institutional Giving Coordinator is responsible for contributing to the organization’s efforts to raise approximately $3 million from private foundations and corporations. This full-time, non-exempt position is responsible for supporting the organization’s institutional fundraising program through administrative functions and by researching prospects, developing proposals and reports, drafting correspondence, keeping accurate records, and tracking deadlines. The ideal candidate is a strong and compelling writer who possesses excellent organizational skills and is meticulous with details, follow-up, and managing multiple deadlines and priorities. The position will interact with the leadership team, finance team, and program staff to shape and articulate the work of ICA Miami into successful corporate proposals and grant proposals and reports.

Responsibilities include but are not limited to:
● Drafts and prepares compelling letters of inquiry, memorandums of understanding, proposals, and stewardship reports to institutional funders and prospects
● Identifies prospects and research leads provided by other parties (Board, Development Committee, CEO, CDO, Development team, etc.)
● Assists with soliciting and incorporating information and feedback from program staff and synthesizing edits
● Prepares decks and prepares supplementary materials for proposals and reports
● Prepares correspondence for leadership and program directors
● Supports cultivation and stewardship efforts, including drafting compelling stories and updates
● Maintains login information for grant portals
● Prepares thank you/acknowledgment letters and ensures timely and accurate acknowledgment of all awards
● Proofreads, as assigned
● Prospects new grant opportunities as assigned using databases, Google searches, and funding newsletters
● Organizes, updates, and maintains Grants Tracking Systems and donor records in Salesforce
● Prepares for site visits and funder meetings, including scheduling, drafting briefing materials, decks, and agendas
● Schedules and helps facilitate internal strategy meetings
● Schedules phone calls, zooms, and meetings with institutional donors and prospects
● Provides support for special events
● Attends meetings, zooms, and calls, as assigned
● Supports development team during periods of high volume
● Performs other duties as assigned

● Excellent written and verbal communication skills are required.
● 1-3 years of experience as a grant writer or journalist preferred.
● Must be an experienced writer who is detail-oriented, has good organizational and computer skills, and is a team player with an ability to communicate effectively.
● Strong project management skills.
● Demonstrated capacity to frame complex situations and present options.
● Enjoys working independently and as part of a team.
● Proficiency in Microsoft Office Suite (Word, Excel, Gmail, Google Docs, Google Sheets and Google Slides) is required.
● Knowledge of and skill in working with a Salesforce or other donor database is highly preferred.

Note: This position requires flexibility in scheduling the workday, as this position requires irregular hours.

Physical Requirements:
● While performing the duties of this position, the employee is frequently required to stop, reach, stand, walk, lift, pull, push, grasp, communicate and use repetitive motions.
● While performing the duties of this position, the employee may frequently lift and or move 20 pounds of materials.
● The position requires the individual to meet multiple demands from multiple people and interact with the public and other staff.

Note: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the Institute of Contemporary Art, Miami as the requirements of the job change.

How to Apply:
Please forward a cover letter and resume to

Equal Employment Opportunities
ICA Miami provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, ICA Miami complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

To apply for this job email your details to