Development Operations Accociate

Development Operations Associate

General Overview

The Development Operations Associate is a key role within the museum’s fundraising and finance teams. This individual ensures accurate and efficient processing of donations, maintains and optimizes the development database, and provides critical support to fundraising initiatives. Working closely with both the Deputy Director of Advancement and the Director of External Affairs, the Development Operations Associate also partners with the Finance team to reconcile donations, manage batch entries, and generate reports. Alongside data management, this position provides general office support, including answering phones, managing shared inboxes, and ordering supplies. The focus of this position is on maintaining the integrity of donor and financial data, delivering excellent customer service, and streamlining processes that support fundraising goals. The Development Operations Associate serves as the first point of contact for the Advancement Team, professionally handling incoming calls, and managing information flow. As a detail-oriented and adaptable team member, the Development Operations Associate contributes to the smooth operation of the office while taking on administrative projects as assigned.

Essential Duties and Responsibilities

Data Management & Financial Support

• Oversee and run regular Batch process meetings, ensuring all gifts are accurately entered, processed, and reconciled with the Finance team.
• Collaborate with Finance to create and refine reporting on fundraising goals, effectively tracking donations, pledges, and other revenue streams.
• Maintain and manage donor and prospect data in the Blackbaud Altru database, ensuring all records are current, detailed, and accurately categorized.
• Generate and distribute donor data reports, gift summaries, and analysis of fundraising trends to guide strategic decision-making.
• Support the development team by designing and optimizing systems for data entry, storage, and retrieval to improve workflow efficiency.

Fundraising Coordination & Tracking

• Track and log progress in all fundraising efforts, including gifts tied to exhibitions, high-level patron circles, publications, and events.
• Prepare donor stewardship materials (pledge forms, acknowledgments, receipts) and track responses to ensure timely follow-up and donor satisfaction.
• Assist in preparing detailed prospect profiles and briefings that help inform major gift and sponsorship solicitations.
• Work closely with the Deputy Director, Advancement on tracking and seating for the museum’s annual Summer benefit gala ArtCrush
• Provide on-site event support for fundraising functions, including check-in, donor tours, and overall event coordination.

Office & Administrative Support

• Answer general phone lines, field inquiries, and direct calls or messages to the appropriate staff.
• Monitor and respond to the general inbox, ensuring inquiries are routed or addressed promptly.
• Order and maintain office supplies, equipment, and other resources to support daily department operations.
• Assist with large mailings, data entry projects, and other general office responsibilities that support the museum’s administrative needs.
• Organize and file both physical and electronic documents, ensuring a consistent system for quick retrieval and secure storage.

Department Operations & Collaboration

• Provide support to the Deputy Director of Advancement and the Director of External Affairs on day-to-day operations, including scheduling meetings, preparing presentations, and compiling reports.
• Maintain and update Board and National Council contact information, annual Contact Book, and Contributors’ signage.
• Uphold confidentiality standards and ensure donor data is protected in compliance with best practices and museum policies.
• Contribute to department and organization-wide efforts to streamline processes, offer feedback on system improvements, and proactively solve problems.

Requirements and Qualifications: 

• Bachelor’s degree from an accredited college or university.
• Strong interpersonal and collaboration skills.
• Rigorous attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Experience working with databases, standard computer applications and programs, Blackbaud Altru experience helpful.
• Desire to learn museum processes and provide feedback to improve or streamline processes
• Ability to take initiative and prioritize tasks; excellent time-management, problem-prevention, and problem-solving skills.
• Knowledge and enthusiasm for contemporary visual art, artists, museums, and exhibitions.
• Comfortable working in a fast-paced, team-oriented, open environment.

Knowledge, Skills, Abilities: 

• Independent judgment to plan, prioritize, and organize a diversified workload
• Dependability, flexibility, and adaptability in a dynamic environment with a demanding schedule.
• Ability to provide excellent customer service and conflict resolution skills.
• Ability to work independently as well as an integral part of the team.
• Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
• Must be able to remain calm in stressful situations and help resolve complaints with tact and courtesy.
• Ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
• Ability to work evenings, weekends, and some holidays, as needed.
• Proficiency in standard computer applications and programs, e.g., Microsoft Suite, Google Drives
• Excellent organizational skills, attention to detail, and the ability to multitask under pressure in a fast-paced, team-oriented environment.

Salary and Benefits 

The salary for this position is $65,000 to $70,000 annually. Aspen Art Museum offers a competitive package of benefits. 

Hours and Work Schedule

This is a salaried position requiring availability generally from Monday through Friday, with an occasional weekend, evening, and holiday work. The Development Officer position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day. 

Location

This position is located in Aspen, Colorado.

APPLICATION INSTRUCTIONS 

All applications must be accompanied by a cover letter and résumé. Cover letters should be responsive to the mission of Aspen Art Museum and the responsibilities and qualifications presented in the prospectus. Review of applications will begin immediately and continue until the successful candidate has been selected.

All inquiries will be held in confidence.

Salary : $65,000 - $70,000