Part-time CRM Specialist (Contractor)

Reporting To: President & CEO (until Director of Operations is hired)

Time Commitment: 15–20 hours per week 

Location:  Hybrid-onsite in Palo Alto, California

The Palo Alto Museum is seeking a part-time CRM Specialist (Contractor) for data entry and management of the communications platform that will support the Museum’s launch and early growth.

This is a hands-on role within an early-stage, collaborative team. You will design and maintain data structures, workflows, and reporting, and manage the Museum’s LiveImpact platform as the central CRM and engagement tool—supporting fundraising, donor cultivation and stewardship, membership, volunteers, events, and segmented communications with audiences and supporters.

This position is ideal for a mission-driven, detail-oriented CRM professional who thrives in innovative, early-stage organizations, and brings strong technical, data management, communications, and collaboration skills. The position focuses on execution, data quality, and operational support, not on setting messaging strategy or fundraising direction.

This is an exciting opportunity to be a member of our team to open the new Palo Alto Museum, building strong engagement, sustainable growth, and meaningful impact. This role is ideal for someone with nonprofit development and communications experience who is detail-oriented, writes clearly and professionally, and is trusted to handle confidential and sensitive donor information with care.

With a grand opening planned in 2026, the Palo Alto Museum is bringing a historic landmark to life as a 21st century museum. Through dynamic exhibitions, programs, and experiences for all ages, the Museum explores Palo Alto stories that shape our community and the world. Join us as we learn from the past, strengthen our community today, and inspire a brighter future together.

• Enter and maintain accurate constituent records for donors, members, volunteers, visitors, partners, and event participants
• Configure and optimize CRM fields, workflows, and relationships to support fundraising, stewardship, membership, events, and communications
• Ensure data accuracy through regular audits, deduplication, and clean-up
• Produce queries, reports, and dashboards to support leadership, development, and marketing

• Use the CRM to send and track donor and constituent communications, including acknowledgment, appeals, event invitations, and updates using content and direction provided by Museum leadership. 
• Build and maintain segmented mailing lists across constituent groups
• Manage communication preferences, opt-ins, donor recognition details, and engagement history in the CRM system
• Track engagement metrics and partner with Development and Marketing to ensure campaigns are supported by clean, actionable data

• Process donations, pledges, matching gifts, and in-kind gifts
• Track pledge schedules, tributes, soft credits, and donor recognition details
• Generate timely acknowledgements and stewardship communications
• Manage membership records, renewals, upgrades, and lapses
• Support event registration, attendance tracking, reconciliation, and post-event reporting

• Apply advanced Excel skills for reconciliation, reporting, and analysis
• Build and manage intake workflows using tools such as Airtable or Google Forms
• Collaborate with LiveImpact support or consultants as needed
• Update CRM and development processes as needed and recommend improvements to support growth 

• Partner closely with a small team to support fundraising, events, and donor stewardship 
• Maintain confidentiality and responsible handling of donor, member, and financial data
• Apply nonprofit and museum best practices for data governance and stewardship

• Proven experience with LiveImpact or a comparable nonprofit CRM
• Demonstrated success using CRMs for both constituent data management and communications
• Strong experience with gift processing, donor acknowledgements, pledges, memberships, and event data
• Exceptional attention to detail and data accuracy
• Strong written communication skills, particularly for donor and member correspondence
• Ability to work independently, proactively, and flexibly in an early-stage organization
• Entrepreneurial, adaptable, and comfortable building systems in a lean, fast-paced start-up environment.
• Strong judgment, integrity, and discretion with confidential information.
• Familiarity with Airtable, Excel, Google Forms, or similar workflow tools is desirable
• Museum or nonprofit experience strongly preferred but not required

• Role: Part-time contractor (15–20 hours/week; flexible based on project needs; hybrid)
• Compensation: $35-55/Hour or monthly retainer TBD, commensurate with experience
• Equipment/office: Contractor provides own equipment and workspace; may work onsite by mutual agreement
• Contract term: Initially 6–12 months, with potential renewal

Please submit to jobs@paloaltomuseum.org.

• Cover letter outlining your relevant experience and your hourly rate/monthly retainer
• Resume
• List of professional references
• Examples of similar nonprofit or database contract work

Please include the job title that you are applying for in the subject line of your email.

The Palo Alto Museum is an equal opportunity employer and values diverse perspectives, lived experiences, and inclusive leadership. The Museum provides equal employment opportunities to all persons regardless of age, color, national origin, race, religion, creed, gender, sex, pregnancy, sexual orientation, marital status, or any other characteristic protected by federal, state, or local law. In addition, the Museum will provide reasonable accommodation for qualified individuals with disabilities.