Development Associate

Interested applicants should send a completed application, résumé/CV, and contact information for three professional references. Submit all documents to the attention of Mary Nestor-Harper, Human Resources Director, at

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Position: Development Associate
Date Written: 12/5/2016
Reports to: Director of Annual Giving
Job Classification: Full-Time/Non-Exempt

Job Summary and Key Objectives:

The Development Associate has primary responsibility for maintaining the museum’s constituent database, Altru, to a high standard of accuracy, providing reports and data analysis, processing contributions and donor acknowledgements.  The Development Associate is a key member of the development team, contributing to strong donor relationships through attention to detail and high level of customer service.


Key Responsibilities and Tasks

  • Maintain development database to high standard of accuracy
    • Ensure consistency and accuracy of data entry
    • Maintain and update email records and mailing lists; provide to staff as needed
    • Apply appropriate database constituency coding and segmentation needed for marketing and development
    • Conduct regular de-duping and cleanup of database
    • Liaison with Blackbaud and Altru; troubleshoot and resolve system issues
  • Enter data, process and acknowledge all gifts, memberships, grants, special event and program sponsorships, event tickets, auction donations and purchases and in-kind donations, etc. in accurate and timely fashion
    • Prepare and complete daily check inputting processes: copy check, code correctly, and share copies with Finance and appropriate development staff
    • Enter gifts into database on day of receipt, applying appropriate gift coding
    • Generate and print all gift-related correspondence accurately and to match the donor’s intent
    • Ensure all correspondence is reviewed, signed, and sent within 48 hours of gift receipt
    • Flag key gifts (major gifts ($1,000 or higher), upgrades, first time Director’s Circle members, etc.) and email senior staff follow up
    • Email Dir. of Annual Giving, Dir. of Development, and Director/CEO with a list of all gifts over $1,000 at the end of each week.
    • Manage matching gift, tribute and memorial gift processes
    • Maintain master hard-copy files of all gifts and acknowledgements
  • Run month-end reports to reconcile with Finance department
    • Other reports for Development, Museum Director and other departments as needed
  • Assist in coordination and staffing of all museum programs and events as needed
  • Administrative tasks, including research, maintaining and updating donor packets, administrative tasks related to fund-raising events, copying and other duties as assigned
  • Maintain current donations on the white board for accurate recognition on magazine, banners, or other materials
  • Create queries in order to pull data from the database as needed for event mailing lists, membership lists, data cleanup, and other purposes


Minimum Qualifications/Education

  • Bachelor’s degree; two years of experience or equivalent in database management, preferably in a non-profit organization
  • Excellent oral and written communications skills
  • Experience with non-profit CRM software or database management; Altru experience a plus
  • Proficient in Microsoft Word, Excel and Outlook
  • High degree of accuracy in data entry and reporting
  • The ability to multi-task in a fast-paced, collaborative environment
  • Self-starter with a sense of urgency to complete tasks accurately and on-schedule
  • Detail-oriented; analytical problem solver
  • Excellent customer service skills


Physical Requirements:

  • Walking, sitting, standing, bending, stooping
  • Climbing stairs frequently during the workday
  • Lifting and carrying up to 30 lbs. over short distances
  • Ability to work a flexible schedule; some evenings, weekends and holidays