Membership and Annual Fund Assistant

MONTSHIRE MUSEUM OF SCIENCE POSITION DESCRIPTION

Membership and Annual Fund Assistant

April 23, 2025

DEPARTMENT: Advancement

TITLE OF SUPERVISOR: Director of Donor and Member Relations

Primary responsibilities include coordination and execution of Museum’s combined membership and annual fund programs, including: membership and gift processing, implementing membership fulfillment and gift acknowledgment processes, and providing support for larger philanthropic initiatives, such as special events and campaign activities. This position also shares receptionist responsibilities for the Museum. The ideal candidate will bring strong organizational, customer service, and time-management skills, database proficiency, and be able to complete repetitive tasks with a high degree of accuracy.

RESPONSIBILITIES

Membership (60%)

• Membership Processing. Processes individual and corporate memberships in an efficient and timely manner. Accurately enters and updates member information into CRM database (FileMaker). Helps maintain paper and electronic records.
• Membership Fulfillment. Coordinates membership fulfillment, including mailing and/or emailing of membership cards, Caregiver cards, receipts, and acknowledgment letters.
• Membership Renewals. Coordinates and executes monthly membership renewal campaigns (letters and emails). Helps craft compelling membership appeals and acknowledgement letters. Helps create, review, proofread, and distribute member- related communications.
• Reporting. Pulls membership reports as needed from FileMaker database.
• Membership Customer Service. Accurately and appropriately responds to inquiries about membership program. Researches and helps resolve membership issues if/as they arise.
• Other. Processes and mails gift certificates and museum passbooks. Coordinates membership with other aspects of constituent engagement across Museum. Participates in bi-weekly department meetings, full staff meetings, staff trainings, and the like. Willingness to proactively review meeting agendas, minutes, and staff emails in order to remain apprised of current and upcoming museum initiatives, schedule changes, and other activities.

Annual Fund Support (25%)

• Solicitation Planning and Support. Helps to ensure seamless coordination between membership and annual fund solicitation processes.
• Gift Processing. Tallies Donation Box monthly. With Director of Donor and Member Relations, processes non-membership gifts, donations, and pledges.
• Data Entry and Management. Engages in regular clean-up of constituent records in database in order to enhance quality, integrity, and accuracy of data. Add email signups and /or unsubscribes to database records. Understands, respects, and maintains confidentiality of data.

General Advancement and Museum Support (15%)

• Museum Operator and Reception. In coordination with the Administrative Coordinator, shares operator / receptionist duties for entire Museum and provides high-quality customer service for walk-in, phone, and email customers. Responds to general inquiries about the Museum and directs other inquiries to appropriate staff. Proactively stays informed about upcoming activities across the Museum in order to be prepared to respond to public inquiries (such as about ongoing and upcoming exhibitions, current and future educational programs, museum hours, etc.)
• General Office Administration. In coordination with the Administrative Coordinator, distributes incoming mail and prepares outgoing mail. Maintains postal meter and serves as primary point of contact for vendor for service calls and repairs. Manages museum Lost and Found, sorts lost items weekly, mails lost items as requested, and takes unclaimed items to LISTEN or other charity. In conjunction with Administrative Coordinator, helps maintain cleanliness of shared kitchenette space (wipe down counters, put clean dishes away, periodically clean out refrigerator, etc.)
• Event Support. Provides planning and staffing support for special events, including donor receptions and cultivation events, Montshire After Dark 21 events, Member Nights, exhibition openings, meetings, etc.
• General Visitor Services Support. Cross-trains with Visitors Services to provide back-up support and shift coverage for Visitors Services team at the front desk for admission, membership sales, Museum Store sales, as needed. Provides occasional assistance to the Administrative Coordinator for program reservations, camp reservations, and group visit requests, as needed. Uses POS system and Shopify to support sales.

SUPERVISION OF OTHERS

This position does not supervise others.

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIREMENTS

• Commitment to the mission of the Montshire Museum of Science and to fostering a collaborative, friendly, and team-oriented work environment.
• Excellent attention to detail. Strong organizational and time-management skills, including ability to work independently, handle multiple tasks simultaneously, maintain efficiency despite frequent interruptions, and work under time restraints/deadlines.
• Ability to execute a variety of repetitive work flows without sacrificing accuracy of data.
• Strong computer skills with experience using relational databases (such as FileMaker). Proficiency with Microsoft Office Suite (MS Word, Excel), and Google Workspace (Google Drive, Docs, Sheets, Gmail, Calendar). Willingness to learn new platforms.
• Ability to independently prioritize shifting workloads and fluctuating needs; should be comfortable pivoting quickly between responsibilities.
• Professional, personal, and self-motivated, with strong verbal and written communication skills for internal and external communications.
• Must be able to maintain a high level of confidentiality and communicate with tact and diplomacy.
• Good judgement, decision-making, and problem-solving skills for handling questions and customer service issues, including when to escalate to a manager.
• Takes direction well and asks questions.
• Willingness and initiative to build an in-depth understanding of museum policies and procedures in order to relay accurate and consistent information to the inquiring public.
• Confidently handle payments in all forms and be accurate in all financial transactions.
• Growth mindset with an eye toward improving and streamlining operations.
• Prior customer service experience preferred, but not required.
• High School degree required. Post-secondary education or equivalent work experience strongly preferred.

WORKING CONDITIONS

• Onsite/in-person, fast-paced, non-profit museum environment.
• Must work well in both an individual and team setting.
• Able to work with diverse personalities in a busy and open floor plan environment.
• Must be able to focus despite general visitation noise, which can be loud and distracting at times.
• Must be comfortable and enthusiastic about working closely within a team and coordinating efforts for the common good.
• This position requires sitting for long periods.
• All Montshire employees are subject to a criminal background check.
• All Montshire employees are required to be vaccinated against COVID-19.
• Occasional evening or weekend hours required.

TIME COMMITMENT

• Part-time, 80% FTE (30 hours per week), non-exempt position.
• General work schedule: Monday-Friday, 10:30am-5:00pm. Flexibility in schedule may be considered for the right candidate.
• Shifts will include occasional evening and weekend responsibilities.

SALARY AND BENEFITS

Starting wage: $21.00 to $22.50 per hour based on desired skills and years of relevant experience. Includes pro-rated (80%) Montshire benefits: health insurance, vision, dental, supplemental flex spending accounts, 403(b) retirement savings, generous paid vacation and paid sick leave, life and accident insurance, and short- and long- term disability insurance.

Job Type: Part-time

Pay: $21.00 - $22.50 per hour

Expected hours: 30 per week

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Dependent health insurance coverage
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Evenings as needed
• Monday to Friday

Ability to Commute:

• Norwich, VT 05055 (Required)

Work Location: In person

Salary : $21 - $23