Job: Membership & Administrative Coordinator (P/T)
Location: Goldendale, WA
Pay Rate: $17.50-$20.00
The mission of Maryhill Museum of Art is to ignite a journey of educational enrichment in the Columbia River Gorge by preserving and interpreting art and historic collections. We achieve this by producing high-quality exhibitions and educational programs, sharing our collections with the public daily, maintaining an engaged member and donor support constituency, and operating our museum in accordance with the standards of the American Alliance of Museums.
Position Overview: The Membership & Administrative Coordinator ensures that the Maryhill Museum of Art membership program is operated and maintained smoothly and that our members receive excellent customer service. In addition, this position provides administrative support to the Executive Director and Operations & Special Projects Manager.
Key responsibilities include data entry and analysis in the museum’s Constituent Relationship Management (CRM) software, processing membership and gift transactions, managing the mail room, and routine clerical tasks for the museum staff and Board of Trustees.
Reporting Relationship: Primarily reports to the Operations and Project Manager; reports to the Executive Director for selected fundraising, membership, and Board of Trustees-related support.
Key Partners: Partners with Visitor Services staff for specific responsibilities.
RESPONSIBILITIES
Membership and Fundraising Support (70%)
- Ensure that data about our members and donors are accurate using our CRM, Blackbaud Altru.
- Process membership applications and benefits, process monetary/in-kind gifts, manage renewal appeals and invoicing, mail out membership cards and donor acknowledgement letters.
- Generate reports on key metrics related to membership recruitment and retention.
- Generate reports on donation appeal progress and major gift cultivation.
- Compile and segment mailing lists for appeals and member communications.
- Serve as point of contact for members; respond to general inquiries via phone and email.
- Maintain all physical/electronic files and systems associated with membership and giving.
Administrative Coordination (20%)
- Oversee the museum’s mail operations, distributing daily incoming mail and emails.
- Prepare outgoing mail and oversee bulk mailing and volunteer support for mailings.
- Monitor museum inventory of office supplies and materials and order as needed.
- Coordinate with outside vendors for services and office equipment repairs
- Assist Visitor Services with phone receptionist duties, lunch and periodic break staffing.
- Record Meeting Minutes of weekly Staff Meetings.
- Occasionally count tills and/or handle cash.
Board of Trustees Support (10%)
- Maintain the Board of Trustees binders and files.
- Record Meeting Minutes of bi-monthly Board and Executive Committee Meetings
- Prepare for related meetings, including document preparation and set-up for meetings.
JOB QUALIFICATIONS AND EXPECTED KNOWLEDGE
- Commitment to our mission as an accredited, education-centered art museum and commitment to our values of equity, innovation, quality, stewardship, and sustainability.
- At least two years of related work experience in membership, fundraising and/or administration (preference for those with nonprofit and/or association experience).
- At least two years of related work experience in general office duties.
- Proficiency in CRMs with at least one year of related work experience in database administration (preference for candidates with experience using Blackbaud systems, Salesforce or Tessitura).
- Proficiency in Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent customer service skills and attitude with cultural competency for diverse constituents.
- Basic math aptitude and some familiarity with financial reporting.
- Excellent communication skills with aptitude for timeliness, discretion and approval processes.
- Must be able to handle multiple tasks and priorities effectively, detail-oriented, organized, reliable, and have satisfactory time management skills.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
- May be required to lift up to 20 pounds in course of duties.
JOB TYPE AND WORK LOCATION
- Part-time, year-round, 24 hours per week up to 30 hours per week (one week per month)
- One location
PAY AND BENEFITS
- Hourly rate $17.50-$20.00, non-exempt
- Employee discounts in the store and museum cafe
- Paid time off accrual
SCHEDULE
- Three 8-hour shifts (Mon-Wed) or four 6-hour shifts weekly, with an additional shift once per month on Friday or Saturday (alternating months) for Executive Committee and Board of Trustees meetings.
How to apply: Please address your application materials to Amy Behrens, Executive Director, amy@maryhillmuseum.org
Maryhill Museum of Art is an equal opportunity employer. Research shows that people often don’t apply for a new position simply because they don’t hit all the criteria included in the job description. You may not fit every criterion we are looking for, but you may still be the right fit for the role. We encourage candidates of all backgrounds to apply.
