Assistant, Development

Carnegie Science Center; Pittsburgh (Allegheny County); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a Development Assistant to join their dynamic team. This full-time role involves providing essential administrative support, ensuring efficient operations within the development office. You'll engage with diverse community members, manage donor relations, and assist in grant proposal preparations. With a commitment to inclusivity and excellence, this organization offers a collaborative environment where your contributions will significantly impact the community. If you have a passion for non-profit work and a knack for organization, this opportunity is perfect for you!

Qualifications

• Bachelor's degree or equivalent experience required.
• 1-3 years of administrative or development experience preferred.

Responsibilities

• Provide administrative support including scheduling, correspondence, and data entry.
• Ensure timely processing of gifts and donor communications.

Skills

Microsoft Office

Communication Skills

Customer Service

Organizational Skills

Attention to Detail

Teamwork Orientation

Raiser’s Edge

Education

Bachelor’s Degree

Equivalent Combination of Education and Experience

Tools

Raiser’s Edge Database

Office Equipment

Job description

Assistant, Development Carnegie Museums of Pittsburgh, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #1571 Friday, April 18, 2025. There's no cultural organization in the world quite like Carnegie Museums. With a legacy of discovery and outreach dating back to 1895, today we are a family of four diverse, dynamic museums; Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We're committed to being inclusive, both onsite and online, and to exploring with our audiences the big ideas and issues of our time. Carnegie Museums is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community.

This Full-Time position is eligible for the Carnegie Museums' many benefits.

This is a union position.

The Development Assistant is responsible for performing diversified development, writing, administrative, and secretarial functions for the assigned development area(s) in order to ensure an efficient and effective flow of work within the development office.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

• Bachelor’s Degree or equivalent combination of education and experience required.
• One to three years of office administrative or development experience preferred.
• Experience in non-profit educational or cultural organizations desirable.

KNOWLEDGE, SKILLS, ABILITIES:

• Must be technologically proficient with Microsoft Office products, including Word, Outlook, Access, Excel, Project, and Power Point and comfortable with exploring and learning new technologies; demonstrated ability to maintain confidentiality, discretion and to interact well with all levels of staff, community leaders and general public.
• Must have excellent communication, customer service, and organizational skills. Strong attention to detail required.
• Patience, teamwork orientation, and a sense of humor highly desirable.
• Also requires a highly developed customer relations attitude and the ability to prioritize workflow and meet deadlines.
• Raiser’s Edge fundraising software knowledge a plus.

PHYSICAL REQUIREMENTS:

• Work is primarily sedentary in nature; no special demands are required.

PRINCIPAL ACCOUNTABILITIES:

• Provides general administrative support for assigned area, including answering phones, taking messages and coordinating communication appropriately; scheduling meetings and appointments; preparing and proofreading correspondence, reports, and presentations; maintaining office equipment; faxing, photocopying, data entry, filing, preparing expense reports and ordering and stocking supplies.
• Ensures that all gifts, pledges and grant agreements received by assigned area are delivered to central donor services within 24 hours of receipt in the prescribed manner to ensure both appropriate handling of gifts and excellent donor service. In some instances, also processes said gifts.
• Responds to general service phone lines and email accounts as assigned.
• Providing prompt and courteous customer service at all times.
• Understands and can explain and apply rules, regulations, policies, and procedures associated.
• Analyzes situations accurately and adopts appropriate course of action.
• Responsible for entering data, actions, and call reports into donor/prospect tracking system in Raiser’s Edge Database and keeping records of assigned prospects and donors up to date.
• Coordinates prospect management tracking system with research staff. Works with donor services staff to pull queries and lists from Raiser’s Edge as needed.
• Drafts and prepares acknowledgement letters for signature.
• Assembles materials required for grant proposals and reports, collecting required information from staff members as needed.
• May sometimes write the narrative or segments of it.
• Prepares and submits final product as requested. Coordinates work to meet established deadlines.
• Provides support for museum special events which could include drafting invitations, supporting volunteer committees, making arrangements with event staff, taking RSVPs and working at the event itself, requires occasional evening and weekend work.
• Handles logistics for meetings including reserving meeting spaces, arranging food and beverage service, audio-visual equipment and other necessary arrangements.
• Attends and participates in meetings as requested, taking and distributing minutes when necessary.
• Processes department invoices including the assignment of account numbers and tracking expenses to approved budgets.
• Creates and maintains in good order administrative records and files to support donor acquisition and renewal efforts.
• Assists in keeping common areas of the office clean and organized.
• Maintains personal work area in an organized manner with all work-related materials and project information readily available.
• Performs special projects and support as needed to meet the goals of the department.
• Accomplishes responsibilities in a timely fashion with a minimum of supervision and meets established deadlines.
• Contributes to effective operation of the team.
• Establishes and maintains cooperative and effective working relationships with others.

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check, FBI Fingerprint Criminal Background Check. Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity Employer

The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.