Museum Development Assistant

The Florida Museum of Natural History seeks a Development Assistant who is responsible for providing high-level administrative support for the Executive Director of Advancement and the Development Department, the FLMNH Membership program, and the Director’s council. This position provides support through conducting research, preparing statistical reports, handling information requisitions and performs administrative functions such as preparing correspondence, receiving visitors, and scheduling meetings; attends and assists in all Museum development events; interacts and communicate with donors, prospects, members, museum staff and special guests; and supervises and directs activities of student interns as needed.

Essential Functions of the Museum Development Assistant:

• Provides confidential secretarial support for Development Office, including looking up donor information in the University of Florida Foundation’s ASCEND database upon request, greeting and assisting visitors, answering and routing telephone calls, data input (reports and departmental forms); composing routine correspondence, operating office equipment, maintaining files, ordering office supplies on approval, distribute incoming mail, process outgoing mail, maintain appointment calendars, run departmental errands as needed and scheduling meetings and/or appointments. Initiates requisitions, travel requests, similar forms, exercising signature authority for various office transactions.  Assists with monitoring annual budget for unit.  Maintains check log of deposits to correspond with UFF weekly donor reports. Assists with webpage updates for unit.

• Serves as the department’s liaison with University of Florida Foundation.  Common duties include processing, tracking and documenting donor gifts according to UFF policy, requesting data reports, preparing routine forms including, but not limited to, asset transmittals for all donations including memberships, expense reports, fund information/reports, data and research requests, and disbursement requests.  Manages and coordinates UFF annual endowment reporting with museum fund administrators and development office.  Updates donor biographical information with UFF as needed. Maintains confidentiality of all information entrusted to this position. Prioritizes and plans work activities using time efficiently, prepares a variety of correspondence and reports, which may be confidential, drafting some responses.  Maintains administrative records for this unit.  Communicates verbally and in writing with donors, prospective donors and DC council members.

• Assists with special functions on an as-needed basis, including after-hours special events.  Common duties include: attending all Museum development events, organizing mailing list, handling and recording responses, maintaining an RSVP list, making and confirming reservations if necessary, keeping current donor lists to specific unit projects, creating spreadsheet files, proofreading. 

• Assists the Development Office with donor stewardship. Manages thank-you notes and donor acknowledgements, coordinates donor meetings and tours, assists with donor recognition initiatives such as the annual donor wall.

• Assists the Development Office by serving as an additional liaison to the Director’s council and coordinates Director council activities including but not exclusive to: preparing and distributing agendas for biannual meetings, coordinate guest speakers for meetings as appropriate, order refreshments for meetings, submit pertinent work orders, prepare and distribute minutes, coordinate complimentary parking for DC members, donors and guests, as needed.

$19.15 - $22.03 hourly; commensurate with education and experience

Bachelor's degree or an equivalent combination of education and experience.

The ideal candidate will possess:

• The ability to work strategically, develop and implement constituency programs and activities, along with a talent for motivating volunteers.
• The ability to communicate clearly and effectively with diverse constituencies, meet deadlines, be self-motivated, and work independently.
• Extensive experience in database management and mail merging techniques.
• Accuracy, attention to detail and a customer service-oriented attitude.
• Ability to work collaboratively and a team player.
• Competency in problem solving. 
• Must be an outstanding communicator and possess excellent written and verbal communication skills; interpersonal skills; and the ability to work collegially and interact effectively with a diverse constituency.
• An appreciation for and support of diversity in the workplace in all its forms; proven success working with stakeholders; project management skills; experience in a data-driven environment; organizational skills; and the ability to lead, influence and motivate others are required.
• Working knowledge in these areas:  Windows, Microsoft Word, Microsoft Excel, Microsoft Access, internet browsers, preferably Internet Explorer, E-mail.  Working knowledge of a donor database, contact management and tracking system.

This is a time-limited position.

In order to be considered, you must upload your cover letter, resume, and list of three references.

A valid drivers license is required.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.