Membership Associate

Full job description

Membership Coordinator

Location: Heard Museum Phoenix

The Membership Coordinator reports to the Membership and Circles Manager and is primarily responsible for the coordination, data entry and the recording integrity of transactions within the membership/development department and ensures timely and consistent customer service and benefits fulfillment for Members. Under the guidance of the Membership and Circles Manager, the Membership Coordinator also plays a key role in promoting and growing engagement across all levels of Membership by supporting departmental initiatives such as Member events, an annual acquisition campaign, and monthly renewals. Also responsible for promoting and growing engagement across all levels of Membership.

Essential Duties and Responsibilities include, but are not limited to the following:

1. Data Entry

• Processes and updates constituent/membership information in Altru
• Processes checks and credit cards for membership, annual giving, individual donations, tributes, memorials, sponsorships, and foundations in Altru daily
• Enters all bequests, Gift-In-Kind donations, and pledges with documentation in Altru
• Creates proper constituent codes to enable efficient and organized data keeping and tracking in Altru
• Resolves duplicate constituent records
• Ensures accuracy of all data recorded

2. Membership/Annual Giving

• Processes, scans and uploads membership and donor tax acknowledgement letters and cards within the Altru database
• Retains and maintains all membership and annual giving documents for any audit purpose reports
• Responds to member inquiries via phone, online and email
• With the Membership and Circles Manager, coordinates monthly Membership renewals with external vendors
• Assists and cross-trains with duties of the administration and management of the Membership and Development program when applicable
• Coordinates member subscriptions to Native Peoples Magazine, American Indian Art Magazine, Smithsonian Institution affiliation program
• Tracks RSVPs for membership events with follow-up attendance reports
• Aids in various stages of event coordination for signature fundraisers like Moondance Gala, Maie Bartlett Heard Luncheon, etc.
• Attends and assists with all Member and Donor events
• Executes the timely delivery of all printed and digital collateral materials for Member communications, events and appeals. This involves ongoing coordination with Marketing and Design team, Development and Membership teams, and other relevant internal stakeholders.
• Serve as a back up to the Visitor Services department as needed. Is responsible for providing the highest level of customer service while working with guests, members, volunteers, and the board of directors.

3. Administrative

• Maintain confidentiality in all aspects of donors, staff, and museum information
• Internal Database Management – uploading files into T Drive and Microsoft OneDrive
• Attends select meetings for the Board of Trustees

4. All other duties as assigned.

Employment Requirements:

Background Check

Education:

Bachelor’s degree in Art Administration/Non-Profit Management, Business, Public Administration, or other related areas of study preferred

Previous Experience:

Educational, internship, or professional experience with non-profit organizations, fundraising, data management, and/or museums/cultural organizations required

Math:

This position requires basic mathematical knowledge and statistical analysis.

Organizational Responsibilities:

Identify the organizational reporting chain of jobs between this position and that of the Director & CEO.

Museum Director & CEO

Chief Advancement & Engagement Officer

Membership and Circles Manager

Span of Control:

Number of authorized direct reports to this position: 0

Number of authorized direct reports to the immediate supervisor of this position: 1

Desired Skills:

• Strong interpersonal skills and ability to provide customer service
• Ability to effectively contribute within a team of individuals on a project, event, or task
• Ability with identifying opportunities for contribution to projects and takes initiative
• Has a great deal of attention to detail and organization
• Performing work in a consistent and timely manner is required
• Excellent computer skills to include Microsoft Office and basic data entry experience
• Basic mathematical, analytical, critical thinking skills required
• Familiarity with Altru and ability to administer and manage data through Altru is preferred
• Cross training across all aspects of Institutional Advancement /Development is required, especially with the Membership and Circles Manager and Associate Director of Development
• High degree of flexibility and ability to manage multiple tasks simultaneously
• Ability to maintain professional integrity with Members, Donors, Corporate, Government and Tribal Officials. Working Outside/Offsite events will sometimes be required

How to Apply

Send resume to the subject line: Membership Coordinator

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Expected hours: No more than 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Work Location: In person