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Development Assistant

Title:                                Development Assistant

Status:                             Full Time/Non-overtime eligible (Exempt)

Work Schedule:          Generally comprises ten eight hour days in a two week period.  Some evening hours or weekend days may be required in addition to special event coverage in order to meet job requirements.

Travel:                            0 – 10%

Job Summary:                  

Utilizing the Tessitura fundraising database for a variety of development needs, primarily gift entry (memberships, donations, pledge fulfillment); financial reconciliation; create reports and queries, including mailing lists and constituent reports; database photo ID management and list management for special events. Membership fulfillment duties as assigned and assistance with direct mail membership campaigns. Tasks are variable from week to week based on department needs.  


Key Job Elements:

  • Maintains integrity and currency of constituent records within the Tessitura fundraising database and other systems
  • On a daily basis, prepares constituent records for gift entry, i.e. opening mail, copying
  • On a daily basis, enters gifts into Tessitura fundraising database and reconciles batch with Finance
  • On a daily basis, processes acknowledgement letters and membership fulfillment packages
  • On an annual basis, works with Director of Development and Finance Office to reconcile gifts with the audit
  • Oversees member benefits and ensures timely and accurate fulfillment of benefits
  • Responds to requests from members and provides timely follow through;
  • Assists in all department mail-related efforts – provides donor lists for invitations, member mailings, membership fulfillment, acquisition campaigns, annual fund 
  • Assists with creating departmental reports as needed
  • Attends and assists with departmental special events as needed
  • Maintains and organizes membership materials and reports when inventory is running low
  • Demonstrates an in-depth knowledge of the Museum, its mission, collection and programs in order to represent the Museum to members and donors
  • Works collaboratively with Hillwood staff, especially Finance and Visitor Services to ensure the best possible experience for constituents
  • Serves as a contributing member of the Development Department, working within a team concept to reach individual, as well as departmental goals


Organizational Relationships

  • Reports to Director of Development.
  • Supervises assigned volunteers and outside vendors.
  • Interacts with various levels of Staff, Visitors, Members and Volunteers.




  • Bachelor’s Degree preferred
  • Two years’ experience in non-profit development or membership, preferably in an art museum or public garden
  • Database management experience
  • Excellent computer skills, with the ability to utilize the Tessitura fundraising system at a high proficiency level, including data entry, pulling lists and queries, and report generation
  • Strong organizational skills and scrupulous attention to detail are absolutely essential
  • A positive, achievement-oriented attitude and proactive work ethic
  • Warm, professional interpersonal skills with the ability to work effectively with Museum members, general public and staff



  • Analytical and report writing skills

· Access and employ job-related computer software (i.e. Microsoft Office, Tessitura) at an effective proficiency level. Knowledge of Microsoft Office Suite required

· Excellent organizational skills are required



  • Works independently with limited supervision
  • Highly organized, impeccable detail orientation, and penchant for action
  • Customer service orientation and mindset
  • Ability to handle confidential information with appreciation for the importance of protecting the privacy of constituents and prospects is vital
  • Must be comfortable speaking on a telephone with constituents


Work Environment:

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 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 regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about their work area, between buildings and the campus grounds, handle various types of media and equipment, and visually or otherwise identify, observe and assess.   The employee is occasionally required to lift up to 25 pounds.  



The preceding job description has been designed to indicate 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.


To apply:

We are a progressive, equal opportunity employer and all candidates are encouraged to apply.  Generous benefits, paid vacation and holiday programs. So, come work “Where Fabulous Lives!”  

For prompt consideration, send a cover letter explaining your interest in working at Hillwood and noting an expected salary range, plus your resume to: Development Assistant should be placed in the subject line.    Local candidates will receive priority consideration.