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Campaign Coordinator

Portland Japanese Garden
Oregon, United States
$47,500.00 - $52,000.00
Closing date
Sep 17, 2021

View more

Position Type
Fundraising, Capital Campaigns, Fundraising Administration, Special Events
Arts, Education, Museum
Employment Type
Full Time
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The Campaign Coordinator is a new full-time, salaried position. The position sits within the Development department and works directly with the CEO to support the Capital Campaign by facilitating and coordinating the campaign’s requisite logistics. These activities include, but are not limited to: Event planning, maintaining up-to-date donor/prospect call logs, and working collaboratively with the Director of Development to ensure that campaign activity works harmoniously with the Garden’s overall annual fundraising strategy and plans.

The capital campaign aims to raise $20 million for the Japan Institute. To date, just over $12 million has already been raised. Beyond the capital campaign, Portland Japanese Garden raises approximately $2 million annually to support day-to-day operations. Post capital campaign, the Campaign Coordinator will transition to the Garden’s development department, focusing on donor and prospect stewardship (with a particular focus on event management and benefit structure) as well as corporate partnerships (both cash and in-kind).

This position is great for an organized, highly professional, and detail-oriented fundraiser and/or event planner with a passion for project management and stewarding relationships. High energy is a bonus; sense of humor is a must! It is a great opportunity to learn and be an integral part of an experienced and growing development team, paving the way for more fundraising on a national level.

This position will report directly to the Director of Development.

COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden is requiring all staff and volunteers to be vaccinated against the COVID-19 virus. Candidates must be fully vaccinated by their hire date. ‘Fully vaccinated’ means 2 shots of either the Moderna or Pfizer vaccine, or 1 shot of the Johnson & Johnson vaccine – plus 2 weeks after the final shot.


Primary Duties 

General Campaign Duties

  • Organize and engage in donor cultivation, and cultivation/recognition events as appropriate (includes working with Garden Events team on logistics, budget development, invitation management, etc.).
  • Maintain up-to-date donor/prospect call logs (Plans) in Tessitura, including ask amounts, target goals, next steps, etc. Proactively use call logs to generate agendas for Campaign Committee meetings.
  • Coordinate the development of campaign print and electronic collateral materials, including the coordination of their design and production with the CEO, Campaign Committee, Director of Development, and Director of Marketing.
  • Facilitate donor acknowledgment, stewardship programs, and public recognition, as appropriate.
  • Provide ongoing support to the CEO and Campaign Committee related to their campaign activities.
  • Work collaboratively with Garden team members regarding all aspects of the Capital Campaign to avoid conflicts with membership and annual fundraising efforts.

Administrative Responsibilities

  • Schedule and facilitate all campaign meetings (including agenda preparation, record and distribute meeting notes, etc.).
  • Work with campaign solicitors and administrative staff to ensure that data related to prospects and donors is recorded and tracked in Tessitura.
  • Routinely track asks, solicitations, and donations, and report campaign results to the CEO, Director of Development, and others, as requested.
  • Manage all campaign record keeping (i.e. evaluate progress towards goals, prepares periodic reports, etc.).
  • Manage campaign expenses and track against budget.

Other General Duties

  • Attend and coordinate Garden donor/cultivation events as needed.
  • Utilize and maximize potential of Tessitura CRM database.
  • Other duties as requested.

Other Responsibilities  

  • Familiarize oneself with the organization and the Employee Handbook
  • Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication 
  • Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
  • Maintain a high level of professionalism in manner and appearance
  • Adhere to Garden Dress Code (business casual)



  • Minimum 3 to 5 years fundraising or event planning experience, with a proven record of success, preferably in a cultural institution
  • Experience using a complex CRM, preferably Tessitura
  • Demonstrated proficiency with Outlook and Microsoft programs like Teams, Excel, and Word
  • Demonstrated knowledge of fundraising fundamentals
  • Ability to exercise judgement and discretion when handling sensitive and confidential information
  • Strong communication abilities – clear writing and articulate speaking ability
  • A proven track record of working well with others, adapting to others’ work styles, and professional interactions with co-workers and/or vendors
  • Strong listening skills, giving full attention to what other people are saying or asking, taking time to understand the points being made, and asking questions when appropriate
  • Incredibly organized and highly proficient at keeping a systematic schedule and calendar
  • Ongoing development and implementation of new processes to improve work efficiency and adapt to new systems
  • Experience in organizing and working donor cultivation events of various types
  • Experience in the creation and management of budgets


Special Requirements

  • Must be able to periodically work evenings/weekends, as required
  • Must be comfortable working in an open office environment
  • Must be able to work from a desk for the duration of the workday
  • Must be able to navigate all areas of the Garden for guest tours and various events
  • Must be able to remain in a stationary position for up to 3 hours at events and receptions


Compensation & Schedule

  • Wage: $47,500 - $52,000 per year, DOE
  • This is a full-time, salaried position with 40-45 hours per week. Workday is typically 8.5 hours (including ½ hour lunch), M-F 8:30am to 5:00pm, with some flexibility. Occasional evenings and weekends required, with corresponding flexibility in weekday schedule.
  • Benefits:
    • health, dental, and vision insurance (premium 100% covered for employees)
    • 401k plan (after 90 days, with 4% employer match after 1 year)
    • flexible spending accounts for medical and dependent care expenses
    • paid vacation, sick, and holiday time



To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Please also provide a short essay (200-300 words) – separate from your cover letter – that describes why you are excited to work for Portland Japanese Garden. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Submit applications by Tuesday, September 7th. Early application submission is encouraged.

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