Job Type
Full-time
$22.72- $24.83/hour
Description
ABOUT US
For more than a century, the Oregon Historical Society (OHS) has served as the state’s collective memory, preserving a vast collection of objects, photographs, maps, manuscript materials, books, films, and oral histories. Our research library, museum, digital platforms, educational programming, and historical journal make Oregon’s history open and accessible to all. We exist because history is powerful, and because a history as deep and rich as Oregon’s cannot be contained within a single story or point of view.
OHS is seeking a Development Coordinator to complete our membership and development team. You’ll be working with a high-functioning, mission-driven, relationship-centered team that believes in the power of history to enhance our sense of belonging and home and spark lifelong learning and civic engagement that is vital to our shared future.
The Development Coordinator plays an important role in ensuring the revenue-generating branch of the organization runs smoothly and has the specific role of coordinating ticket sales and seating for the Mark O. Hatfield Lecture Series and other events. This is a great opportunity for anyone with an administrative or events/ticketing background who is looking to launch their career in development.
If you are incredibly organized, love helping people, thrive in a team environment, and believe in the mission of OHS, you’re encouraged to apply!
The Oregon Historical Society practices and promotes inclusiveness. We honor the diverse strengths, needs, voices, and backgrounds of all members of our community and are committed to the equitable treatment of all people and the elimination of discrimination in all its forms. We are committed to building a diverse workforce and strongly encourage applications from diverse candidates.
BENEFITS
We offer a comprehensive benefits package that includes:
· Health insurance (medical, vision, alternative care, prescription)
· Dental insurance
· Generous paid time off
· 4% matching 401(k) retirement plan
· Flexible spending accounts
· Long-term disability insurance
· Life insurance
· Employee assistance program
· Museum admission and lectures, programs and gift shop discounts
HOW TO APPLY:
Submit the following materials at: Oregon Historical Society - Job Opportunities (paylocity.com)
· Cover letter addressing how your personal and professional experiences have prepared you for this position
· Resume
Employment is contingent on passing a background check.
SUMMARY
The Development Coordinator (DC) supports the Development team in raising critical funds for the Oregon Historical Society (OHS) by providing an exceptional donor/member experience; providing administrative support for the development team; and coordinating ticketing for the Mark O. Hatfield Lecture Series, as well as other OHS events and programs. The DC works onsite, generally Monday – Friday, 8:30am – 5:00pm, with the exception of 1–2 evening or weekend shifts per month to support development events. The Development Coordinator is proactive, detail-oriented, organized, collaborative, and fosters internal and external relationships.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Serves as the main point of contact for OHS members, employing exemplary communication skills when interacting with members on the phone, in person, or via email.
- Manages ticketing for OHS programs with exceptional attention to detail; builds ticketing, registration, membership, and donation forms for OHS and works with third-party box office to handle Hatfield Lecture Series tickets. Provides phone and email support for special events, including the annual Hatfield Lecture Series and the Oregon History Makers Awards and Dinner.
- Provides administrative support to the Development team, including mailing, filing, managing office supply inventory, coordinating events and meetings.
- Processes various types of memberships, accurately entering data into the donor database, and efficiently assembling and sending membership packets and thank you letters.
- As a vital part of the Development team, increases financial support for the organization through member/donor acquisition and retention.
JOB DUTIES
DEVELOPMENT AND MEMBERSHIP RESPONSIBILITIES
The Development Coordinator provides customer service to supporters of the Oregon Historical Society and provides administrative and event support to the Development Department to facilitate revenue generation.
› Answers phone calls during regular work hours and responds to any voicemails that are left outside of business hours.
› Manages the development department’s shared email accounts; responds to emails in a thoughtful and timely manner, or routes to other colleagues as appropriate.
› Efficiently and accurately processes membership and development mailings in coordination with Development team. Consistently tracks the status of mailing batches and saves related computer files in the appropriate department folders. Prepares mailing supplies for volunteers and/or fellow colleagues during high-volume periods.
› Carefully reviews written communications to ensure clarity and accuracy.
› Accurately creates and updates a variety of records in the Raiser’s Edge donor database. Enhances donor profiles by correctly noting membership details, mailing preferences, organizational contacts, relationships, and general patron notes in Raiser’s Edge.
› Carefully prepares and sends a variety of mass communications (renewal notices, event reminders, etc.) using mail merge and email merge.
› Accurately enters and updates electronic subscriber information to Project Muse (online journal host) and gives clear instructions to access online the Oregon Historical Quarterly.
› Organizes logistics for development and membership events, including timeline, floorplans, catering, rentals, floral, permits, AV, etc. Collaborates with other departments about event staffing, marketing, facility usage, etc.
› Proactively secures wine and beer sponsors for membership events and works with Annual Giving Manager to ensure in-kind donations are properly acknowledged and recorded.
› Provides in-person support for Hatfield Lecture Series, History Makers Dinner and Awards, exhibit openings, and other development events. Leads assigned areas of responsibility with gratitude, professionalism, and a solution-based attitude. Occasionally moves furniture, provides food and beverage service, manages AV, supervises volunteers, or performs other tasks necessary for the success of an event.
› Actively participates in weekly event meetings to maintain a clear understanding among the entire event team about the goals, plans, and needs for upcoming events.
› Frequently assists event sponsors, major donors, trustees, members, and other VIPs with courtesy and gratitude, and fosters a positive relationship between OHS and its supporters.
› Identifies potential sponsors and major gift prospects and collaborates with development team to increase giving.
› Prepares POs and invoices, as applicable, and submits for approval and processing in a timely manner. Reviews event-related contracts and routes for approval.
› Maintains strict confidentiality in all communications about members/donors and other data to which the position may have access.
› Monitors trends in member/donor concerns, feedback, and requests, and collaborates with Annual Giving Manager to improve the member experience.
TICKETING RESPONSIBILITIES
The Development Coordinator works closely with the Deputy Director of Development to coordinate ticketing logistics for the Mark O. Hatfield Lecture Series (Hatfield Series) with the goal to maximize revenue, create positive experience for members and ticket buyers, and support the mission of the Oregon Historical Society.
› Proactively manages relationship with Hatfield Series ticketing partner (Portland’5 Box Office / TicketsWest), ensuring multiple price levels, promo codes, on-sale dates, etc. are correct prior to sale dates. Troubleshoots ticketing issues as they come up.
› Proposes seat holds, seating chart, and ticket release schedule for Hatfield Series and Fall Kick-Off event.
› Carefully organizes, assigns and distributes tickets within OHS seat blocks.
› Provides clear, complete, and accurate information to Events, Development, and Visitor Experience staff in advance of Hatfield and Fall Lecture events so that fellow colleagues can convey helpful and correct information to the public.
› Creates ticketing and registration webpages for other OHS programs and events. Ensures that all registration forms are accurate, logical, and user-friendly. Pulls complete reports and provides all relevant attendance and ticketing information to event organizers.
GENERAL RESPONSIBILITIES
› Performs additional duties to support the development and events teams to achieve organizational goals.
› Maintains an exceptional level of communication with managers and colleagues to ensure timely and efficient exchange of information using email, voicemail, and/or meetings.
› Maintains punctual, regular, and predictable attendance.
› Works collaboratively in a team environment with a spirit of cooperation with all OHS staff, volunteers, and interns/volunteers.
› Displays excellent organizational and communication skills including presentation, persuasion, and negotiation skills required in a leadership role working with donors, vendors, coworkers, visitors, and volunteers, including the ability to communicate effectively and remain calm and courteous under pressure.
› Respectfully takes direction from supervisor and collaborates with supervisor on departmental innovations and improvements.
Requirements
QUALIFICATIONS
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
High School graduate. Minimum 2-3 years related experience in customer service, development or administrative support, events/ticketing, or equivalent combination of education or experience.
Familiarity with Oregon, Pacific Northwest, and U.S. history is preferred.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Strong written communication skills. Ability to draft clear and occasionally persuasive correspondence for different audiences and purposes, such as thank you notes, instructions, donation appeals, marketing pieces, etc.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
COMPUTER SKILLS
Has excellent computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, export basic reports, create presentations, create and download forms, and preserve/backup important data.
Intermediate knowledge of Windows and Microsoft Office Suite is essential. Ability to work with large sets of data and use basic formulas in Excel. Ability to use mail/data merge.
Prior experience using a CRM such as Raiser’s Edge preferred. Experience using any type of database is essential.
Experience using Adobe InDesign preferred.
Comfort with learning new technology and an ability to quickly learn and adapt to new software and ticketing systems.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Strong interpersonal skills; strong emotional intelligence and ability to collaborate professionally, diplomatically and productively with a wide variety of individuals.
CERTIFICATES, LICENSES, REGISTRATIONS
Current OLCC Servers Permit or the ability to get one.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee is frequently required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee must frequently lift and/or move up to 10 pounds; regularly lift and/or move up to 25 pounds; and occasionally lift and/or move up to 50 pounds unassisted. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Care and handling of fragile and/or large objects.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee may occasionally be exposed to fumes or airborne particles such as dust. The noise level in the work environment is usually moderate. This position requires extended work hours at busy times of the year. Must be willing and able to work a variable schedule to meet the demands of the position. Required to share office space and equipment with other employees or volunteers of the organization.
COVID-19 VACCINATION REQUIREMENT
The OHS has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs from the HR Department.
