Title: Advancement Administrative Coordinator

Department: Advancement

Reports To: Director of Advancement & Business Operations

Job Type: Full-Time

Pay: $38,000 - $45,000 Salary, Commensurate with Experience

The San Antonio Museum of Art (SAMA) seeks a self-motivated and experienced administrative professional to support the Advancement department. As a core contributor to the Advancement team, this individual must be willing to take initiative, problem-solve, and manage multiple priorities to ensure that the department runs smoothly.

Qualified applicants are asked to submit both a resume and a cover letter. 

Job Summary:

Provide essential administrative functions for the Advancement department, including the Chief Advancement Officer. Has a diversified workload based on the needs of team members and the department as a whole.

Responsibilities and Duties:

· Assist Chief Advancement Officer with scheduling, correspondence, presentations, research, and other tasks as requested

· Perform data entry and recordkeeping for membership, donations, and other revenue

· Promptly handle gift acknowledgements and other donor correspondence

· Support membership fulfillment and renewal efforts via email and postal mail

· Altru database power user: Learn and use multiple functions in database environment and related tools. Maintain constituent and donor records. Develop and use queries and reports to support data-driven advancement approach. Perform database maintenance and clean-up projects to improve data integrity.

· Prepare templates, lists and mail merges for solicitation, invitations, and other mailings.

· Provide administrative support for advancement and membership events. This includes mailing lists, RSVPs, and event follow-up.

· Provide on-site support for selected events. Occasional evening or weekend hours required.

· Assist with grant award documentation, tracking and reporting.

· Create, route, and file Requests for Payment to Accounts Payable. Manage department expense reports and credit card reconciliation.

· Maintain dept. workflow and reporting procedures; identify opportunities to improve procedures. Organize and maintain departmental files, forms, records, and reports.

· Provide customer service to colleagues, donors, trustees, and others. Manage shared departmental email accounts and respond to inquiries. Sort and prioritize incoming postal mail.

· Oversee office equipment including preventive maintenance, calling for repairs, and maintaining equipment inventories.

· Maintain supplies inventory by checking stock, anticipating needs, placing and expediting orders, and verifying receipt of supplies.

· Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks.

· Work independently and in teams on both special and ongoing projects.

· Other duties as assigned.

Qualifications and Skills:

· Detail-oriented and highly organized

· Demonstrated ability and willingness to take initiative and problem-solve

· Able to effectively manage time and prioritize varied projects to meet deadlines

· Able to work both independently and in a fast-paced, team environment with multiple and shifting priorities and projects

· Able to work and communicate effectively with all levels of internal and external contacts

· Excellent English language written and verbal communication skills

• Proficient with MS Office tools, specifically Outlook, Word, Excel, PowerPoint, and Teams
• Familiarity with basic financial recordkeeping

· Substantial database experience (Blackbaud Altru preferred)

· Knowledge of social and business etiquette

Preferred:

· Advanced working knowledge and application of Microsoft Office applications

· Experience with Blackbaud database products or other donor software

· Bilingual in Spanish and English

Education and Work Experience Required:

Minimum Requirements:

· High school diploma and at least three years related experience

Preferred:

· Bachelor’s degree

About the San Antonio Museum of Art 

The San Antonio Museum of Art serves as a forum to explore and connect with art that spans the world’s geographies, artistic periods, genres, and cultures. Its collection contains nearly 30,000 works representing 5,000 years of history and is particularly strong in Greek and Roman antiquities, Asian art, and art of the Americas. The Nelson A. Rockefeller Latin American Art wing spans the ages from the ancient Americas to the present and includes an outstanding collection of pre-Columbian and folk art. In recent years, the Museum has placed particular emphasis on diversifying its contemporary collections to reflect the true diversity of voices shaping the trajectory of art. This has included an emphasis on works by women artists, artists of color, and artists from San Antonio and across the state of Texas.

San Antonio is the nation’s seventh-largest city and is consistently listed as one of its fastest-growing. The Museum is housed in the historic Lone Star Brewery on the Museum Reach of San Antonio’s River Walk and is committed to promoting the rich cultural heritage and life of the city. It hosts hundreds of events and public programs each year, including concerts, performances, tours, lectures, symposia, and interactive experiences. As an active civic leader, the Museum is dedicated to enriching the cultural life of the city and the region, and to supporting its creative community.

EEO Statement:

San Antonio Museum of Art is an Equal Opportunity Employer. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job posting describes you, then you are highly encouraged to apply for this role. 

 SAMA is committed to equal employment opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.