Jobs & Internships

POSITION SUMMARY

Reporting to the Associate Director of Development, the Membership Assistant is a critical member of the fundraising team, providing support for the membership, visitor experience, and outreach efforts of the Museum. This position is crucial in providing timely, accurate, and friendly service to current and prospective members, donors, and Museum visitors. 

This is a part-time, in-person position, 35 hours per week, with flexible hours between the hours of 9am and 5pm, Monday through Friday. Occasional weekend and evening hours will be required (with advance notice) to accommodate program and event support. 

Key Responsibilities:

• Answer phone calls and respond to voicemails and emails, providing accurate information about membership benefits, renewals, and events (both special events and public programs). Manage the Museum’s main phone line and inquiries email inbox.  
• Manage mail merges and support direct mailings including monthly membership renewals, acknowledgement letters and membership card mailings, and other annual campaigns during peak periods.
• Assist with fulfilling online sales of books, catalogues, and Museum merchandise, mailing items to purchasers as needed. 
• Assist with processing memberships and donations, including renewals, new memberships, annual appeal gifts, and other checks or credit card payments. 
• Escalate complex or unresolved member/donor issues to the Associate Director of Development. 
• Update membership and constituent records in Raiser’s Edge database, maintaining accurate information.
• Pull weekly membership reports, monthly gift reports, and other reports as needed. 
• Track RSVPs for member and donor events. Assist with preparing check-in lists for programs and events.  
• Send reminder emails to program and event registrants for member/donor events and public programs.  
• Provide event support for member/donor programs, special events (including the Annual Benefit), and some public programs including event set-up, check-in assistance, photography support, and processing payments via PayPal in the Museum. 
• Manage Museum daily attendance and program attendance tracking documents. Create monthly reports for distribution to staff and board. Assist with compiling data for annual reporting purposes. 
• Support volunteer visitor services desk staff. 

Qualifications:

• Excellent communication skills, both written and verbal. 
• Strong computer skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace (Docs, Sheets, Slides) and CRM systems. Knowledge of Raiser’s Edge or similar database preferred. 
• Strong attention to detail with ability to create and update data spreadsheets, mail merges, and tracking documents. High level of organizational skills. 
• Ability to interact with members and colleagues in a personable, patient, and professional manner. 
• Must be able to work independently and as part of a team. 
• Ability to adapt to changing environments and meet deadlines. 
• Ability to work with peers across different departments to execute projects.

• 1-2 years of experience in a customer service or administrative role, preferably in a nonprofit or membership-based organization.
• Undergraduate degree in Art History, Business Administration, Fundraising, Marketing, Museum Studies, or a related field preferred. 
• Valid driver’s license and personal vehicle for off-site programs and other necessary travel. 
• Required to work occasional evenings and weekends for event support. 

Work Environment:
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

TO APPLY

Please submit a cover letter and resume with the subject line “Membership Assistant” to Caitlynn Schare, Associate Director of Development, at heckschercareers@gmail.com. No phone calls please.

Supervisor: Building & Grounds Superintendent or, in their absence, the Senior Security Officer in-charge.

Supervises: Other part-time museum guards when designated by the Building & Grounds Superintendent or the Executive Director as the senior museum guard in-charge.

Qualifications:

• Must possess a valid New York State security guard registration card.
• High School diploma, at least 18 years old, no prior conviction for a serious offense.
• Responsibility, dependability, and timeliness a must.
• Ability to deal courteously and tactfully with the public and coworkers.
• Ability to stand and/or patrol for extended periods on a hard floor surface.
• Visual acuity, alertness, and attention to detail in monitoring museum activity.
• Good verbal and written skills.
• Ability to complete incident and other job-related reports.
• Ability to set-up tables, chairs, and audio-visual equipment for programs, and conduct other similar moderate lifting.
• Must be willing to perform minor janitorial tasks to ensure public safety.

To Apply

Please submit a cover letter and a resume, including contact information for two professional or academic references to Ken Moss, Building & Grounds Superintendent, at facilities.heckscher@gmail.com.  No phone calls please.

Compensation: $18-20/hour