Advancement Coordinator, Society of Fellows

The Huntington Library; San Marino (CA); On-site; USD 36,000 - 38,000; Full time

Benefits offered by this job

Medical dental vision

403(b) retirement plan with employer-m

Paid time off

Staff discounts

Free museum admissions

Guest passes for Grounds

Job summary

The Huntington Library is seeking an Advancement Coordinator to provide comprehensive administrative and logistical support to the Director and Associate Director of the Society of Fellows. The role focuses on cultivating and soliciting donors for the annual fund and coordinating supporter events.

You will work closely with leadership and a dynamic advancement team to steward donors, manage records in Raiser's Edge NXT and Salesforce, and produce timely communications and gift acknowledgments.

Qualifications

• Bachelor’s degree or 2–4 years nonprofit experience; degree is a plus
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and InDesign
• Proficiency with donor databases including Raiser’s Edge NXT and Salesforce
• Outstanding writing and proofreading skills, with ability to organize complex information succinctly
• Excellent project management skills with ability to meet deadlines in a fast-paced setting
• Experience with Mailchimp or similar email platforms is a plus
• Experience at a cultural or academic institution is preferred
• A valid driver’s license is required

Responsibilities

• Provide detailed administrative support to the Director and Associate Director including donor file maintenance and event communications
• Support Society of Fellows events with scheduling guest communications and logistics
• Draft, edit and distribute correspondence invoices gift acknowledgements donor lists and calendars
• Proofread and assist with weekly newsletters and event communications in Mailchimp
• Coordinate annual donor renewal cycles and manage installment payment plans
• Manage donor information across Raiser's Edge NXT Salesforce Mailchimp and Ticketure
• Serve as concierge for Society of Fellows members and prospects handling renewals giving asks and ticket requests
• Handle special projects as assigned by the Director of the Society of Fellows
• Share departmental duties and may work evenings or weekends as needed

Skills

Nonprofit experience

Independent work

English proficiency

Project management

Written communication

Attention to detail

Mailchimp familiarity

Cultural or academic setting

Valid driver’s license

Education

Bachelor’s degree

Tools

Microsoft Office

InDesign

Raiser’s Edge NXT

Salesforce

Mailchimp

Job description

About the Role

Reporting to the Society of Fellows Director, the Advancement Coordinator provides a full range of administrative and logistical support to both the Director and Associate Director of the Society of Fellows to effectively cultivate, steward, identify, and solicit contributors to the Society of Fellows annual fund.

The Society of Fellows is the Huntington’s premier philanthropic community generating over $5M annually in unrestricted operating support essential for maintainingthecollections and education and research programs. Encompassing 600+ households, Fellows are partners in the Huntington’s public mission to engage a broad range of individuals in the humanities and botanical science through groundbreaking exhibitions, thought-provoking programs and educational activities that bring the collections to life.

The position is an integral part of a dynamic Advancement team who annually raises in excess of $30M in operating, programmatic, capital, and endowment funds. Major responsibilities for this position will include managing relationships with members of the Society of Fellows, supporting more than 50 events each year, and coordinating gift acknowledgements and donor record management. This person also interacts regularily with all levels of Huntington leadership, including Trustees, the Board of Governors, and Senior Staff.S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.

Essential Duties

• Provides highly detailed administrative support to the Director and Associate Director of the Society of Fellows such as maintaining donor files and records, drafting and circulating event information, managing the Society of Fellows email address, placing and responding to telephone calls, etc.
• Supports all Society of Fellows events with scheduling, guest communications, set-up, and coordination, and provides additional support for some departmental events to help steward and engage new and existing supporters to achieve annual fundraising goals.
• Drafts, edits, and handles distribution of correspondence, invoices, gift acknowledgements, donor lists, event invitations, and the Society of Fellows calendar.
• Proofreads and assists with production of the weekly Society of Fellows Newsletter e-blasts and event communications in Mailchimp, submits event information to The Huntington’s web calendar, and requests updates to the Society of Fellows page on the website, as needed.
• Coordinates the bi-annual renewal cycles and keeps track of donor installment payment plans.
• Monitors incoming and pending monetary gifts and is responsible for the prompt preparation and execution of fulfillment of Society of Fellows benefits.
• Along with the Director and Associate Director, serves as concierge for The Huntington to all Society of Fellows Members and prospects, communicating via phone, email, and mail to take renewal payments, encourage increased giving, sign up new Fellows, answer questions about the program, and assist with all ticket reservations, questions, and special requests.
• Manages essential and confidential donor information across all internal systems (Raiser's Edge NXT, Salesforce, Mailchimp, Ticketure)
• Responsible for special projects as assigned by the Director of the Society of Fellows
• Shared departmental and other duties as assigned, including some evening and weekend work
• May perform other related duties as assigned

Candidate Requirements and Experience

Knowledge, skills, and abilities:

• Bachelor’s degree or 2-4 years of nonprofit experience (nonprofit management or similar specialization a plus)
• Ability to work independently as well as in a team, with a track record of collaborating successfully with program staff
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint), and InDesign
• Proficiency with donor databases including Raiser's Edge and Salesforce
• Outstanding writing and proofreading skills, with the ability to organize and synthesize complex information succinctly
• Exceptional command of English grammar, proofreading, and editing
• Excellent project management skills, including the ability to establish and monitor priorities and meet deadlines in a fast-paced setting
• Familiarity with Mailchimp or other email marketing platform is a plus
• Experience at a cultural or academic institution preferred
• A valid driver's license is required

Working Conditions

• Normal office environment requiring professional personal presentation and demeanor. Much of incumbent's work is performed on a personal computer.

Compensation & Benefits

We provide competitive compensation, generous benefits and perks for all eligible employees including:

• Pay Range: $26.00- $27.50/hr. Commensurate with experience.
• Medical, Dental, Vision
• 403(b) retirement plan and matching retirement plan with an outstanding employer match
• Considerable paid time off, including annual leave, sick leave, and holidays
• Discounts for staff in The Huntington Store and restaurants
• Free admission to various museums and cultural institutions
• Free passes each month to welcome family and friends to visit the grounds