Development Services Administrator
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POSITION SUMMARY:The Development Services Administrator maintains the accuracy and integrity of the National Museum’s fundraising and constituent relations management (CRM) database system. S/he is the primary database administrator and works closely with other departments who utilize and/or support the database system, including, but not limited to Finance, Visitor Services, Museum Store, Executive Office, IT and External Relations Unit. This position is also responsible for directly entering gifts and supervising gift processing for all gifts into the museum’s CRM database (Altru).
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- 1. Maintains data integrity of the museum’s donor database system through regular audits, updates and cleanings.
- 2. Serves as a resource for all data entry staff to ensure that information is entered accurately and consistent with established standards. Conducts regular quality assurance audits and take corrective action when necessary.
- 3. Processes (directly or supervises staff) of all non-membership gifts and generates donor acknowledgement letters.
- 4. Provide accurate and timely reports, lists, and data analysis as requested.
- 5. Works closely with other museum departments and staff who use and/or support the functions of museum’s database (IT, Finance, Visitor Services, Museum Store, Web, and Development) to ensure smooth operations. Trouble shoots when necessary and consults with vendor (Blackbaud) for solutions when necessary.
- 6. Serves as Museum’s database system administrator, providing rights usages, training and hands on support to staff users as needed. Creates and maintains written instructions and training materials for various department staff members who use the database. Responsible for training new staff users on database and conducting annual training/re-fresher training for all staff and volunteers accessing database.
- 7. Conducts monthly reconciliation with Finance department.
- 8. Proactively identify, research and analyze new prospects and create prospect profiles for use by development staff and other solicitors (board members, committee volunteers).
- 9. In partnership with the Associate Vice President of Development and Associate Director of Donor Engagement, assigns viable donor prospects to appropriate solicitors, helps develop solicitation strategies and tracks results.
- 10. Design reporting tools and mechanisms to create, maintain and monitor health of donor pipeline that is consistent with goals and targets of Development team.
- 11. Develop policies, procedures, standards and tools to ensure a robust prospect management system and train development staff and other users on best practices.
- 12. Coordinates and oversees the permanent recognition programs, including but not limited to the Children’s Courtyard, Donor Walls, Family Windows and the National Center’s Forum Seat program. Responsibilities include working with donors and vendors to ensure accuracy and timeliness of engraving.
- 13. Assist with member and donor fundraising events and exhibition opening receptions, which includes working evenings and weekends.
- 14. Support other tasks and activities of the Development department.
- 15. Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work a minimum of three museum-wide events per year: a) National Museum’s Annual Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May) b) National Museum’s Family Festival Day- Oshogatsu Family Day (January) or Natsumatsuri Family Festival (August) c) JANM Free Family Days – Free Admission Family Days held on select 2nd Saturdays of the month.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: 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: Bachelors degree preferred; or an equivalent combination of education and experience.
Experience/Knowledge: At least 4 years of successful database administration experience, preferably in museum, arts or academic setting. Knowledge of CRM systems and ability to articulate data reporting for frontline fundraisers. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Excellent organizational skills and be detail oriented. Strong proofreading skills. Professional phone manner is essential. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history, culture and Japanese surnames a plus.
Communication: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to donors, supporters, co-workers, volunteers and the general public. Ability to write, read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format.
Computer: Must be familiar with Altru database. Computer literate, Internet savvy, and experience with Gmail, MS Word, Excel, and Power Point preferred, speed and accuracy are essential.
Math: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra.
Reasoning: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
Physical: 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. Employee must be willing and able to work on weekends and evenings to complete certain reports. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Environment: The work environment characteristics described here are representative of those the 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. The noise level in the work environment is usually moderate.
Associate Vice President of Development
Positions supervised: Development Assistant
The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.