The Museum Administrator will provide clerical and administrative support for all aspects of the Museum operation. Responsibilities include data entry into the Museum’s donor database; written acknowledgement of all monetary and in-kind contributions; preparation of bulk mailings; reception of Museum visitors; responding to phone, mail, and email inquiries; ordering and storing supplies; maintaining and updating Museum files and procedure lists; and interfacing with Museum trustees, volunteers and outside vendors.

Financial

  • Fill out check request form for each invoice received and place in box for Finance Coordinator
  • Assist the Executive Director and Treasurer in analyzing budget needs.

Development

  • Maintain donor database, including all matching fund programs.
  • Assist Board members with special event fundraisers.

Membership

  • Prepare marketing tools for membership promotional materials, events and solicitations with the ongoing goal of increased membership. 
  • Maintain member database and process new memberships and renewals.

Administration

  • Implement Social Media Plan as developed by the Executive Director
  • Assist in preparing press releases
  • Collect content and deliver digital newsletter
  • Develop, record and maintain procedures to ensure the efficiency of the Museum administration.
  • Evaluate list and tracking requirements to ensure contact information is available for fundraising, membership and program needs.
  • Review inventory needs and order appropriate supplies.  Track and evaluate expenditures of key items.

Record Management

  • Maintain records of the Board of Trustees, to include: Minutes, Reports, Policies, Terms of Office, Trustee Files, By-laws, New Member information.

Qualifications:

  • Administrative office experience, preferably for a non-profit organization.
  • Excellent interpersonal, communication, and organizational skills.
  • Ability to multi-task in a busy environment.
  • Advanced knowledge of social media platforms.
  • Good working knowledge of Microsoft Office suite required.
  • Familiarity with or willingness to learn the PastPerfect database required.
  • Interest in history or the arts is a plus.

Requirements:

  • Ability to work in an office environment
  • Ability to collaborate with other staff members
  • Ability to meet minimum qualifications
  • Ability to work for a minimum of 16 to a maximum of 24 hours weekly

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