Database and Grants Manager

Job description

Position Details


Position Information




Announcement Number STAFF - VA - 26046

For questions regarding this position, please contact:
Colin Deschamps
(406) 994-4973
colin.deschamps@montana.edu


Classification Title Program/Project Lead

Working Title Database and Grants Manager

Brief Position Overview
Museum of the Rockies seeks a dynamic, mission-driven Database and Grants Manager.

The successful candidate will generate a diverse funding stream of grants from non-profit, family, and corporate foundations as well as the government by playing the critical role of storyteller.

The Database and Grants Manager writes persuasive cases for support, builds grant budgets, tracks impact and writes outcome reports.

The Database and Grants Manager also oversees the museum’s donor management system, ensuring data integrity and strategic use of data across the Development and Membership team.

This position is ideal for an organized writer and researcher who thrives on appealing to varied audiences, is mission driven, and understands the importance of data to achieving the museum’s fundraising goals.


Position Number 4C5252

Department Museum of the Rockies

Division Museum of the Rockies

Appointment Type Professional

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Exempt

Union Affiliation Exempt from Collective Bargaining

FTE 1.0

Benefits Eligible Eligible

Salary Salary range of $55,000 to $65,000 annually, commensurate with experience, education, and qualifications.



Contract Type LOA

If other, please specify

Recruitment Type Open




Position Details




General Statement
Reporting to the Director of Development & Membership this position will generate a diverse funding stream from grants from non-profit, family, and corporate foundations as well as the government by managing a grants and sponsorship calendar and playing a critical role of storyteller.

The Database and Grants Manager writes persuasive cases for support, builds grant budgets, tracks outcomes and writes outcome reports.

The Database and Grants Manager also oversees the museum’s donor management system, ensuring data integrity and strategic use of data across the team and the broader organization.

This position is ideal for an organized writer and researcher who thrives on appealing to varied audiences, is mission driven, and understands the importance of the museum to the Montana community.


Duties and Responsibilities
Grant Management:


+ Convey the importance and relevancy of the MOR mission, illustrate our impact, and move the audience to action, particularly towards financial support.

+ Research potential grant and sponsorship prospects to identify new funding opportunities and potential partnerships.

+ Assist with all steps of grant proposal submissions from conception to submission, including outlining, drafting, editing, finalizing, and submitting diverse grant and sponsorship proposals in collaboration with the Director of Development and Membership and other key staff.

+ Coordinate MOR grant and sponsorship processes, including managing a calendar and collaborating with team members to ensure on-time submission of all materials (e.g., proposals and reports).

+ Developing reports and dashboards that help the team keep a pulse on the funding portfolio, and maintaining files and database.


Database Management:


+ Maintain the team’s overall donor database, including data entry, clean-up, reporting, and integration with other systems.

+ Ensure the accuracy and integrity of constituent data and donation records.

+ Develop and generate reports, dashboards, and mailing lists to support fundraising campaigns, donor stewardship, and board reporting.

+ Support the development team with automated processes for gift processing, including donor receipts and acknowledgment letters.

+ Train and support staff in database best practices and procedures.

+ Help evaluate database enhancements, new features, or integrations as needed.



Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s Degree in a field relevant to the position and/or work environment or an equivalent combination of relevant education and experience.



+ Exceptional writing and editing skills with the ability to understand and appeal to multiple and varied audiences.

+ Experience with budgeting and accounting principles, including: grant reconciliation, budget implementation, and researching and compiling data into reports.

+ Experience working with databases.

+ Experience with spreadsheet, word processing, and email software such as Microsoft Word, Excel, Outlook, PowerPoint.

+ Experience composing, formatting, and proofing business correspondence with a high degree of attention to detail and accuracy.



Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Experience managing a grant portfolio, submitting successful grant applications, or conducting prospect research.

+ Experience with nonprofits, museums, or organizations with a cultural history, science, or educational mission.

+ Familiarity with managing grants or reports.

+ Experience using database software for donor record management.

+ Experience researching grant sources, applying for grants, or reconciling grants from external funding sources.



The Successful Candidate Will

+ Impeccable attention to detail and ability to produce high quality work with deadlines while managing a variety of projects concurrently

+ Relationship builder with the flexibility and finesse to work collaboratively with all constituent groups including staff, donors, program participants, and other stakeholders.

+ Team player who balances team and individual responsibilities, gives and welcomes feedback as a way to support everyone’s efforts to succeed.

+ Curious and proactive mindset that possesses sound judgement.

+ An understanding of agency culture, such as being mission-oriented or preference for basic vs.

applied research, and translate this into the overall proposal development strategy.

+ Consistently exercise initiative and good judgment.

+ Communicate to others in a professional and effective manner, while providing a high level of customer service to a variety of constituents, including information that can be sensitive, confidential or controversial.



Position Special Requirements/Additional Information
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job.

Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.


Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations.

The requirements listed above are representative of the knowledge, skill, and/or ability required.


This position has supervisory duties?

No




Posting Detail Information




Number of Vacancies 1

Desired Start Date Upon completion of a successful search.



Position End Date (if temporary)

Open Date

Close Date

Applications will be:
Screening of applications will begin on October 6, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.


Special Instructions

EEO Statement
Montana State University is an equal opportunity employer.

MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans.

To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.

Required Skill Profession

Other General