Responsible for general office and administrative duties in support of the Head of Development and the Development Department, provide customer service support to museum patrons.
Essential Job Functions:
- Serves as receptionist for the Development office. Greets visitors, answers phone calls and inquiries (both internal and external) for Development in a polite and professional manner. Directly answers calls and takes messages for the Head of Development.
- Provides support for meetings and hospitality including any food, beverage, or paper supplies needed for meetings. Responsible for ordering and tracking office and kitchen supplies.
- Arranges for equipment repair and maintenance with appropriate vendors or IT departments.
- Responsible for processing all mailed cash, check, and credit card payments in a timely manner through the Daily Funds Control Sheet, and process credit card payments over the phone. Updates database to reflect the donors current contact information and acknowledgement preferences indicated on pledge or payment forms, including other database updates as directed by the Head.
- Responsible for tracking development event registration and responding to patrons, general customer service.
- Processes and mails contribution acknowledgment and pledge letters on a consistent basis.
- Make stewardship arrangements (such as ordering flowers) to thank Members and rental clients as directed by development staff members.
- Print and mail in-house invitations for special donor receptions and track reservations for Membership previews and other events, including logging registrants in the database and responding to RSVPs and inquiries.
- Prepare purchase orders/expense reports for the development department, process invoices or payments due.
- Maintains files for department, including storage of Dailies, receipts and purchase orders to help track expenditures. In addition, archives copies of all development campaign and event materials.
- Respond to donation requests from nonprofits and processes the gift contribution in a timely manner.
- Assist in the staffing of Development functions and coordinate volunteers for Member events, special events, and miscellaneous events as requested. Events may occur outside of standard office hours, including evenings and weekends.
- Conducts donor or prospect research as directed by Head.
- Supports Head in coordinating and attending the Development Committee meetings throughout the year, including sharing calendar invites and meeting materials, and capturing the meeting minutes.
- Perform other duties as directed by the Head of Development. Supports Development staff with approval of projects and work by Head.
- Maintain confidentiality, as well as friendly, cooperative relationship with Head of Development, Museum staff, Board, volunteers, and all donors.
Requirements
Excellent written and oral skills, eye for detail. Proficiency in Microsoft applications. Database experience preferred. Must have flexibility in working hours; periodic evening or weekend hours required.
Must be able to operate a motor vehicle, maintain a valid operator’s license, have proof of insurance, and have a good driving record.
Must be flexible as to working hours; evening and/or weekend duty may be required.
Other Skills
Excellent organizational, written, and communication skills
Education & Experience Education:
High school diploma or GED.Work Experience:
Two years previous administrative experience required.