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Donor Engagement Coordinator

2 months ago

Philadelphia, United States Philadelphia Museum of Art Full time
Job DescriptionJob DescriptionWe Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

The Donor Engagement Coordinator will provide a high level of organizational task management to support a variety of programs, events, benefits activation, and other donor engagement activity.

Reporting to the Director of Donor Engagement, this person is responsible for logistical support of all Advancement programs and events, including but not limited to Leadership Annual Giving, friends groups, Corporate Partners, Fiske Kimball Society, Anne d’Harnoncourt Society, exhibition openings, gallery dedication events, and campaign events, by coordinating schedules, calendars, tickets and list requests, budgets, invoices, reporting, RSVP, and tracking documents; overseeing email communications related to events and programs in email systems; compiling information pulled from the Zoom account for digital programs; and communicating with Advancement staff, other museum colleagues, and any vendors about timelines, expectations, and goals as requested by the Director of Donor Engagement.

Specifically, you will:
  • Provide logistical support for all digital and in-person Advancement programs and events, under the guidance of the Director of Donor Engagement
  • Attend meetings and take minutes regarding budgets, event logistics, assignments for Advancement staff and internal partners, including Executive Office, Events and Dining, Exhibition Planning, curatorial liaisons, curatorial departments, Editorial and Graphic Design, Marketing, Learning and Engagement and others
  • Coordinate timelines for requests to Advancement staff and institutional colleagues, including Raiser’s Edge updates, events, mailing lists for program/event-related print or email communications, and remarks, then circulate for review within Advancement and internal program partners as needed
  • Submit requests to Advancement and institutional colleagues, including events creation and related updates, mailing lists, design requests for program/event-related print or email communications and remarks, then circulate for review within Advancement and internal program partners, as needed
  • Create Save-the-dates, evites, pre and post-event follow up messages in CreateSend and Zkipster, voicemails, and emails for RSVPs and Zoom registrations for all donor programs and events (log phone, email, and Zoom responses; follow-up with staff and/or invitees as necessary)
  • Serve as check-in lead for all in-person Advancement events, with the potential to serve as even lead for select turnkey donor programs as assigned
  • Assist the Director of Donor Engagement with other tasks as requested to support program and event planning including mailings, returned mail, and day-of staffing
  • Perform other duties as assigned


Your background and experience include:
  • Administrative experience, preferably in a high volume or similar setting
  • Event planning and/or production experience a plus
  • Ability to multi-task with precision and accuracy
  • Extremely detail oriented, with a focus on data entry and processes
  • Excellent organizational and time management skills with the capacity to take ownership over established processes with minimal supervision and excellent judgement, with the skill to be discrete when dealing with sensitive information
  • Proficiency in MS Office Suite
  • Experience with Raiser’s Edge and Airtable a plus


Position and Compensation Details
  • The hourly rate for this position is $22.01.
  • This position is Full-Time, Non-Exempt, and 35 hours per week.
  • This position is part of the AFSCME Local 397 bargaining unit.
  • This position reports to the Director of Donor Engagement.
  • Physical requirements:
    • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus.
    • Abe to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data.
    • Able to move items up to 10 pounds.
  • Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.


Institutional Requirements
  • Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
  • Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
  • Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
  • Maintains confidentiality.
  • Adheres to all museum protocols, procedures, rules, and policies.


Application Timeline

Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:
 
  • Free general admission to the museum for you and your immediate family
  • Discounted guest tickets for admission
  • Discounts on gift memberships
  • Special staff tours and presentations from our curatorial and conservation teams
  • Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:
 
  • Medical, dental, and vision benefits
  • Fully paid short-term disability insurance, long-term disability insurance, and life insurance
  • Health savings or flexible spending account program
  • Retirement savings program with museum match
  • Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

 

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