Grant and Database Manager

Position Details

Position Information

Announcement Number

STAFF - VA - 27154

For questions regarding this position, please contact:

Colin Deschamps colin.deschamps@montana.edu 406.994.4973

Classification Title Program/Project Lead

Working Title Grant and Database 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 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 $60,000 - $70,000 annually, commensurate with experience, education, and qualifications

Contract Type LOA

If other, please specify

Recruitment Type Open

Position Details

General Statement Museum of the Rockies is an independent 501©(3) nonprofit, a division of Montana State University, a Smithsonian Affiliate, and an accredited member of the American Alliance of Museums. Located in Bozeman, Montana, the museum inspires curiosity through world-class exhibitions in paleontology, cultural history, science, and astronomy, serving visitors of all ages while advancing research, education, and community engagement.

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.s
• 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 November 17, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions This position is not eligible for sponsorship.

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.