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Membership Assistant

 Development

Membership Assistant

Non-Exempt, Full-time or Part-Time

Generally comprises six to ten, 8 hour days in a two week period. 

0 – 10%

 

Drives the acquisition of new members and ensures a strong retention rate and engagement of existing members by mailing monthly renewal notices and processing new and renewing memberships in a timely manner.  Oversees membership fulfilment duties and direct mail membership campaigns. 

 

Database Management

  • Supports the Membership Manager and department projects by helping to maintain and optimize the CRM database and analyze the data for moves and other development potential.
  • Uses the CRM database for a variety of membership needs, primarily gift entry, mailing lists, event lists and reporting with an advanced attention to detail and confidentiality; creating queries, including mailing lists and constituent reports; list management for special events.
  • Adheres to consistent style and ensures accuracy of constituent records with in the CRM and other systems.
  • Prepares and enters constituent records for gift entry, which involves collecting/opening mail, photocopying and creating reconciles with Finance. Partners with the Finance Department to reconcile gifts with the annual audit. 
  • Processes acknowledgment letters and membership fulfillment packages with attention to detail and timeliness.
  • Responds to all membership questions including membership fulfillment, with staff and members (in-person, via email and via phone) with outstanding customer services and a relationship building mindset.
  • Assists in membership mail-related efforts; provides donor lists for invitations, member mailings, membership fulfillment and acquisition campaigns
  • Coordinates membership committee meetings which are scheduled in partnership with the Advisory committee meetings.
  • Supports the department by creating reports such as, monthly staff presentation, development committee, membership committee reporting
  • Attends and assists with virtual, in-person and/or after hour departmental special events
  • Keeps stock of membership materials, assists in re-ordering when needed

Organizational Relationships

  • Reports to the Membership Manager
  • Works closely with Visitor Services, Marketing and Communication, Development and the Executive Office.
  • Interacts with various levels of staff and volunteers.

 

Knowledge

  • 3+ years of experience in similar positions, preferably in a museum or cultural setting.
  • Demonstrated understanding of fundraising principals and of confidentiality.
  • Adept at correspondence and other required materials in support of department activities.  

Skills

  • Polished writing and speaking ability and strong interpersonal skills and relationship building skills.
  • Demonstrated time management skills and scrupulous attention to detail.
  • Analytical and report writing skills.
  • Access and employ job related computer software (i.e. Microsoft Office, Office 365)) at an effective proficiency level.
  • Prior experience with CRM’s such as Tessitura is beneficial.  

Abilities

  • Goal driven strategic thinker. 
  • Works independently with limited supervision.
  • Well organized with a strong detail orientation and penchant for action.
  • Customer service orientation and mindset.
  • Embrace new ideas, concepts. 
  • Shows a passion for collaboration. 

 

The physical requirements and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job or may be encountered while performing the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with a disability to perform the essential functions to the extent the Company may do so without undue hardship.  The term “qualified individual with a disability” means an individual who with or without reasonable accommodation can perform the essential functions of the position.   

 

While performing the duties of this job, the employee is frequently required to follow and give oral and written instructions; stand, walk, and/or sit for extended periods of time with limited breaks; use hands to finger, handle or feel, reach with hands and arm, and reach above shoulder height.  The employee is regularly required to climb or balance, squat, kneel, and crouch.  The employee is occasionally required to detect smells and lift, drag and/or move up to 50 pounds unassisted. The employee is required to visually or otherwise identify, observe and assess.   Special vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.  Employee is required to move about their work area, between buildings and the campus grounds, ascend and descend stairs and steep terrain.     While performing the duties of this job the employee is subject outdoor weather conditions and temperatures which at times can be extreme.  The noise level in the work environment is usually moderate and general does not require the use of hearing protection equipment.    

 

The preceding job description indicates the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time nor does it proscribe or restrict the tasks that may be assigned.  This job description is subject to change at any time.

 

Interested applicants should send a resume to staffing-dev@hillwoodmuseum.org