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External Relations Project Coordinator

Department: External Relations
Reports To: Director of External Relations
FLSA Status:  Non-Exempt

General Summary

The External Relations Project Coordinator provides essential support to the External Relations Team, including administrative, data management, and special projects and events support relating to the overall effectiveness of the Museum. The External Relations Team manages all external facing aspects of the Monterey Museum of Art including membership, donor relations, fundraising, communications, marketing, and events.

The External Relations Project Coordinator requires an individual who is motivated, organized, detail-oriented, and interested in developing efficient systems. A successful candidate will thrive in a fast-paced work environment and is capable of coordinating multiple projects simultaneously. They are flexible, driven, and when required, able to step into different roles quickly and effectively.

 

Duties and Responsibilities – Essential Functions

External Relations Support

  • Responsible for membership renewals and acknowledgements of gifts and pledge payments
  • Coordinates direct mail programs including management of volunteers
  • Serves as point of contact for Museum members’ inquiries
  • Maintains internal and external events and programs calendar
  • Creates project calendars for fulfillment of External Relations goals and objectives
  • Prepares status reports from member database, donor metrics and event attendance
  • Coordinates day to day operations in fulfillment of larger organizational goals
  • Serves as initial contact for Executive Director and Director of External Relations
  • Provides administrative support as needed

Data Management Support 

  • Manages and maintains DonorPerfect database including inputting data, updating records, running reports, processing membership renewals and gift acknowledgements, and preparing mailing lists

Special Projects and Events Support

  • Plan, coordinate, and attend Members’ Only programs and other special events
  • Manage all inquiries regarding Museum administrative issues, rentals, facility use
  • Prepare work orders and purchase orders for each separate event or operation

MINIMUM QUALIFICATIONS FOR CONSIDERATION:

Education: Bachelor’s Degree or relevant combination of education and experience

Professional Experience: 3 years of related non-profit experience including work with volunteers

Knowledge/Skills/Abilities:

Excellent written and verbal communication skills

Working knowledge of Microsoft Windows, MS Office Suite and database management

Ability to manage multiple projects simultaneously and be flexible in fulfillment of roles

Excellent customer service skills

Comfortable working with Interns, volunteers and event staff

 

DESIRABLE QUALIFICATIONS/ATTRIBUTES:

Training/ training/Abilities: Experience working with DonorPerfect fundraising platform

Additional Education, Certification or Professional Designations: None

Working Conditions: Open, team-centric office environment. Monday through Friday workweek from 9AM to 5PM with occasional evenings and weekends for events. Small amount of local travel.

Supervisory responsibilities:  None.

 

ENVIRONMENT:

  • Approximately 100% of the time performing job duties is spent indoors, within a standard office environment.
  • Noise level in the work environment is usually moderate except during live events and public gatherings.
  • The temperature of the work environment is moderate and ranges from 65 – 80 degrees.

 

PHYSICAL DEMANDS:

  • Seldom (1–5%): smell, drive, and reach above shoulders
  • Seldom (1–5%): bend, twist, push, pull, climb, squat, crawl, kneel, and drive
  • Frequently (34-66%): sit, reach with hands and arms; grasp with hands and fingers; and lift up to 20 lbs.
  • Continuously (67-100%): use hands to finger, handle or feel objects, see (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus), hear and speak; and key (i.e., computer, calculator, telephone).

 

EQUIPMENT:

  • Occasionally (6-33%): copier, fax, and 10-key calculator
  • Continuously (67-100%): computer, writing instruments and telephone

 

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain nor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The Monterey Museum of Art reserves the discretion to change this job description at any time.

 

Send your C.V./resume and cover letter to sdamnavits@montereyart.org


 

Project Assistant

Reports To: Executive Director
FLSA Status:  Full-time, Non-Exempt

 

The Monterey Museum of Art expands a passion for the visual arts and inspires appreciation of California art—past, present, and future. The Monterey Museum of Art an art museum located in Monterey California was founded in 1959 as a chapter of the American Federation of Arts. The Monterey Museum of Art collects, preserves, and interprets the art of California from the nineteenth century to the present day

 

Monterey Museum of Art is seeking someone who will support the Executive Director administratively with special projects, Board meetings and committees, with a focus upon External Relations to support fundraising efforts. The Project Assistant is further responsible for supporting prospect research, cultivation events, set meetings, maintain correspondence and records related to 20/20, and the DonorPerfect database.

 

MINIMUM QUALIFICATIONS:

  • BA Degree
  • Four years in an administrative support role, non-profit development experience preferred. Demonstrated ability to retrieve, analyze, and synthesize information gathered from varied confidential sources.
  • Strong writing, communication, verbal and computer skill; open and clear communicator working with a team focused upon rapid initiation and deployment of strategic initiatives. Proactive self-starter requiring minimal supervision, but also works respectfully on a team.
  • Proficient with Microsoft Office, Excel and basic publishing software. Managing digital images.
  • Strong commitment to the mission and vision of the Monterey Museum of Art

Please send cover letter and resume to hr@montereyart.org


 

Monterey Museum of Art is an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.