Advancement Associate IS-1001-9

Smithsonian Institution; Washington (District of Columbia); On-site; USD 71,000 - 92,000; Full time

Job summary

The Smithsonian Institution, National Museum of the American Latino, in Washington, DC, seeks an Advancement Associate IS-1001-9 for a full-time role within a trust fund framework. The position focuses on gifts, pledges, donor engagement, and coordinated fundraising efforts.

You will work with staff to prepare donor materials, maintain accurate CRM records, support annual giving, and help plan donor-focused events and communications to advance the Smithsonian Campaign for Our Shared Future.

Qualifications

• Fluency in written and spoken English and Spanish.
• Knowledge of the fundraising program and donor relations.
• Ability to produce clear written information for donors.
• Ability to establish effective working relationships with diverse people.
• Knowledge of administrative and management procedures and CRM systems.

Responsibilities

• Prepares and reviews gifts/payments/pledges recorded by Advancement.
• Oversees layout and copies for invitations, solicitation packages and correspondence.
• Edits materials and brochures with updates.
• Assists with event logistics for special guests.
• Maintains donor records and prospect files in the CRM.
• Researches donor interests and prepares stewardship data.
• Compiles reports and drafts donor communications and solicitations.
• Coordinates meetings and participant materials with supervisor.

Skills

English & Spanish fluency

Written communication

Relationship building

Tools

CRM systems

Fundraising platforms

Job description

Advancement Associate IS-1001-9

Application Deadline: 7 September 2026

Department: National Museum of the American Latino

Employment Type: Full Time

Location: Washington, DC

Compensation: $70,623 - $91,815 / year

Description

OPEN DATE: August 25, 2026 CLOSING DATE: September 7, 2026 POSITION TYPE: Trust Fund APPOINTMENT TYPE: Permanent SCHEDULE: Full Time DUTY LOCATION: Washington, DC Position sensitivity and risk: Low Risk Non-Sensitive Open to all qualified applicants

What are Trust Fund Positions?

Trust Fund positions are unique to the Smithsonian. They are paid for from a variety of sources, including the Smithsonian endowment, revenue from our business activities, donations, grants and contracts. Trust employees are not part of the civil service, nor does trust fund employment lead to Federal status. The salary ranges for trust positions are generally the same as for federal positions and in many cases trust and federal employees work side by side. Trust employees have their own benefit program, which may include Health, Dental & Vision Insurance, Life Insurance, Transit/Commuter Benefits, Accidental Death and Dismemberment Insurance, Annual and Sick Leave, Family Friendly Leave, 403b Retirement Plan, Discounts for Smithsonian Memberships, Museum Stores and Restaurants, Credit Union, Smithsonian Early Enrichment Center (Child Care), Flexible Spending Account (Health & Dependent Care).

Conditions of Employment

• Pass Pre-employment Background Check and Subsequent Background Investigation for position designated.
• Complete a Probationary Period.
• Maintain a Bank Account for Direct Deposit/Electronic Transfer.
• The position is open to all candidates eligible to work in the United States. Proof of eligibility to work in U.S. is not required to apply.
• Applicants must meet all qualification and eligibility requirements within 30 days of the closing date of this announcement.

OVERVIEW

Come join a team of dedicated staff at an exceptional time in the Smithsonian’s history as we prepare for the Smithsonian Campaign for Our Shared Future. This ambitious fundraising campaign’s public phase will run from 2024 to 2026, culminating with the nation’s 250th anniversary. It will expand the Smithsonian’s reach and impact, empowering the institution to find solutions to today’s most pressing challenges. The Smithsonian is also planning two exciting new museums.

The National Museum of the American Latino and the Smithsonian American Women's History Museum share the experiences and perspectives of Latinos and women across history and deepen our shared understanding of what it means to be an American. The Smithsonian has built a model fundraising organization, driven by talented staff across our many museums, research centers and cultural centers.

This position offers exciting opportunities for the successful candidate to make a significant impact on the future of the Smithsonian. There is no better time to join this amazing Institution.

DUTIES AND RESPONSIBILITIES

• Prepares and reviews new gifts/payments/pledges recorded by the Office of Advancement and determines when corrective action may be necessary.
• Works cooperatively with advancement staff in overseeing layout and copies prior to submitting mailings for invitations, solicitation packages and correspondence.
• Reviews and edits materials, correspondence, presentations, and brochures with current and accurate updates.
• Assists with logistical preparations for special events and guests as assigned.
• Establishes and maintains database records of incoming and outstanding gifts/payments/pledges and relevant donor and prospective donor files.
• Researches and conducts fact-finding regarding interest using available resources.
• Assists advancement staff on potential donors with the goal of matching the interests of prospects to upcoming exhibits programs and unit’s needs based on specific guidance and direction.
• Compiles data for stewardship reports for donors with responsibility for drafting text, recommending graphic design and providing statistical tables.
• In coordination with staff or supervisor, arranges for meetings, contact participants, assemble correspondence, records, reports and other materials.
• Prepares correspondence, reports and materials needed for donor engagement, solicitation and stewardship in consultation with supervisor.
• Assists with annual giving programs, prepares donor communications including solicitations, renewals, and acknowledgements; tracks and reports on annual giving; manages direct mail appeals; create compelling marketing materials and supports donor events.

QUALIFICATION REQUIREMENTS

Candidates may qualify for this position through a combination of education, demonstrated knowledge, and related professional experience.

• Requires fluency in written and spoken English and Spanish
• Knowledge of the fundraising program for responding timely and appropriately to requests for information concerning agency programs and services.
• Skill in producing written information so that the intended audience (i.e. Donor, prospect, etc.) understands the material.
• Skill in establishing and maintaining effective working relationships with people of different backgrounds and interests.
• Knowledge of administrative and management principles and procedures, and evaluative techniques to coordinate functional operations.
• Knowledge of donor database CRM systems and online fundraising marketing tools.

Applicants, who wish to qualify based on education completed outside the United States, must be deemed equivalent to higher education programs of U.S. Institutions by an organization that specializes in the interpretation of foreign educational credentials. This documentation is the responsibility of the applicant and should be included as part of your application package.

Any false statement in your application may result in rejection of your application and may also result in termination after employment begins.

The Smithsonian Institution provides reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation should contact the point-of-contact listed in the “How To Apply” section above. Determinations on requests for reasonable accommodation will be made on a case‑by‑case basis. To learn more, please review the Smithsonian’s Accommodation Procedures.

The Smithsonian Institution is an Equal Opportunity Employer. To review The Smithsonian's EEO program information, please click the following: https://www.si.edu/oeo