Administrative Coordinator for Development

Fine Arts Museums of San Francisco | San Francisco, California

Background

The Fine Arts Museums of San Francisco, which comprises the de Young and Legion of Honor Museums, is experiencing an exciting renaissance with the arrival in 2016 of Director Max Hollein. As the largest public arts institution in San Francisco, the Museums welcome more than 1.5 million visitors annually, present an ambitious schedule of exhibitions and education programs throughout the year, house a world-class collection of 151,000 important artworks, and are supported by more than 100,000 members and donors. Under the leadership of Mr. Hollein, the staff is building on these successes to take the Museums to new heights with an exciting new array of innovative and groundbreaking projects.

The Fine Arts Museums of San Francisco are the city's largest public arts institutions and comprise the de Young and the Legion of Honor museums. The de Young, designed by Herzog & de Meuron and located in Golden Gate Park, showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa. The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin's The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.

Job Summary

The Fine Arts Museums of San Francisco are seeking an Administrative Coordinator for Development. This position will work very closely with the Director of Development to grow and improve the Museums' fundraising efforts. The Coordinator will provide administrative support to the Director of Development and will provide project management for Development Department projects. The Coordinator manages the daily operations of the Development office. The position requires a responsible self-starter and team player, who is both diplomatic and discreet.  The Coordinator must have a professional demeanor and be able to interact comfortably with donors and other members of the Museums' community.

Reports To

Director of Development

Responsibilities

Typical Duties and Responsibilities: 

  1. Works closely with the Director of Development to implement new strategies and ensure that the Development Office is operating at the highest capacity. Identifies new ways of operating to improve efficiency and effectiveness.
  2. Serves as project manager for department-wide projects, such as the quarterly Fine Arts Magazine, the Annual Donor Wall, the Annual Report, various department printing projects (folders, notecards, etc.), the development team list, and various new initiatives and other projects.
  3. Provides administrative support to the Director of Development, managing the calendar, scheduling internal and external meetings, preparing information and materials in advance of meetings such as biographical reports and solicitation proposals, creating PowerPoint presentations, and drafting correspondence and important documents. Proactively anticipates future needs based on the upcoming events, meetings, deadlines, and other activities.
  4. Performs general administrative duties for the Development department, including but not limited to managing department calendars, answering or making telephone calls, opening and screening mail, handling items that need immediate attention and are often confidential in nature, managing event guest lists, assisting with events and correspondence.
  5. Assists with scheduling meetings; prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested.
  6. Supports the Development Committee meetings, including managing refreshments, coordinating meeting dates, preparing handouts and presentations, taking and distributing minutes.
  7. Helps facilitate development-specific onboarding procedures for new development employees, as part of a new centralized system. Assists with departmental timecard management. 
  8. Coordinates fundraising activities with the Office of the Director including gift acknowledgements, donor updates, and event calendar.  Transmits and fulfills instructions regarding donors and trustees of the Museums and other matters, including work of a highly confidential and sensitive nature.
  9. Uses Salesforce and Raiser's Edge CRM systems: enters and accesses donor information such as contact reports; creates and updates VIP profiles; tracks RSVPs, manages event lists, and pulls guest profiles; and maintains accurate records of donor correspondence.
  10. Coordinates donor meetings, lunches, dinners, or receptions for the Department, as well as staff retreats and gatherings.
  11. Develops, maintains, and keeps current a variety of files and records.
  12. Coordinates ordering and distribution of department exhibition catalogues, VIP tickets, and office supplies. 

Qualifications

Minimum Qualifications:

Education:  B.A. in Art History, Humanities, Communications, or a closely related field from an accredited college or university. 

Work Experience:  Three years of experience performing administrative work for a manager or director. 

Skills and Abilities:  

  • Self-motivated, highly organized, and deadline-driven.
  • Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy.
  • Ability to thrive in a fast-paced environment. Time management skills are essential.
  • Project management experience a plus, but not required. Training can be provided.
  • Knowledge of basic business math skills.
  • Knowledge of modern office methods, practices, and procedures.
  • Knowledge of various filing systems and report writing.
  • Exceptional interpersonal skills and customer service orientation.
  • Ability to establish and maintain effective and appropriate working relationships with staff, volunteers, trustees, senior staff, the general public, and outside organizations.
  • Strong follow-through skills and problem-solving skills with an ability to meet deadlines.
  • Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures.
  • Proven record of accomplishment of outstanding administrative skills.
  • Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.
  • Available to work occasional nights or weekends for events.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Experience with databases, preferably Raiser's Edge and/or Salesforce. Ability to work on the computer on a continuous basis.

Compensation

Step 1 of the pay range is $25.44 per hour.

This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

Requirements/Other

Application Deadline: February 21, 2018

COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.

COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws.

How to Apply

Fine Arts Museums of San Francisco

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Organization: Nonprofit Organizations