POSITION DESCRIPTION
TITLE: Receptionist & Development Assistant
DEPARTMENT: Development
SUPERVISOR: Director of Institutional Advancement
EMPLOYMENT STATUS: Full-time/ Non-exempt
PRIMARY OBJECTIVE:
The Crocker Art Museum brings people together and connects them in unexpected ways with art, ideas, each other, and the world around them. This position helps fulfill this by supporting the daily needs of the Museum staff offices, in addition to providing administrative support to the Director of Institutional Advancement and the Development department.
DUTIES AND RESPONSIBILITIES:
General Office Support
· Open and distribute the Museum’s mail daily.
· Prepare and distribute a daily log of the checks received.
· Track and fulfill external donation requests.
· Manage supply inventory for the Museum’s staff offices and kitchen by placing supply orders, coding invoices for signature, and organizing and restocking supplies when they arrive.
· Maintain general orderliness of Museum reception desk, waiting area, mailroom, pantry supply closet, and conference rooms.
· Perform data entry tasks as needed.
· Field phone calls and messages from the Museum’s general and membership phone lines and email accounts. Respond to regular requests for information and assist customers with ticket purchases, refunds, and exchanges.
· Provide excellent customer service to all Museum donors and members by maintaining an understanding of Museum activities and products and communicating membership levels, events, and other related activities.
Development Department Support
· Maintain department calendar.
· Assist with placing department supply orders.
· Maintain attendance tracking for department events.
· Prepare monthly Director’s Circle membership renewal mailings.
· Assist in the execution of donor cultivation events, including tracking reception RSVPs, managing registration process, and assisting with day-of event execution.
Administrative Support to the Director of Institutional Advancement
· Schedule meetings and coordinate travel as needed.
· Assist with donor stewardship by preparing thank you letters, acknowledgment packets, and personalized donor communications.
· Prepare and distribute meeting agenda, minutes, and meeting materials.
· Prepare presentations, invoices, and other documents as requested.
· Maintain expense tracker, prepare paperwork and credit card receipts for Director’s signature, and coordinate reconciliation with Finance.
SKILLS AND EXPERIENCE:
- Demonstrated administrative support experience is required.
- Combination of education and work experience demonstrate strong skills with technology, organization, and planning.
- Strong knowledge of English grammar, spelling, and punctuation to compose and edit business documents, letters, and other materials.
- Demonstrated interpersonal and communication skills to work effectively in teams and across departments while interacting professionally, diplomatically, and productively with colleagues and contacts at all levels.
- Ability to solve problems independently, establish processes and improve efficiency.
- Self-motivated with an ability to prioritize work and manage multiple projects simultaneously.
- Strong attention to detail and follow-through.
- Proven ability to handle confidential information with discretion.
- Experience with database (CRM) software programs.
- Proficiency with Microsoft Office Suite.
- Punctuality.
- Good judgement.
INSTITUTIONAL RESPONSIBILITIES:
· Support the Museum’s mission, vision, values, strategic plan and institutional DEAI initiatives.
· Commit to a positive organizational culture based on mutual respect, cooperation, and openness to other’s perspectives.
· Represent the Crocker at a variety of programs and functions.
FISCAL RESPONSIBILITIES:
- Steward the Museum’s resources responsibly.
- Demonstrate accuracy and thoroughness when dealing with financial tasks.
PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The employee is occasionally required to stand, walk and/or sit for long periods of time. They must have physical dexterity and the ability to carefully handle objects, as well as ability to lift and move items of various weights and sizes. Positions have occasion to lift and/or move objects of 15-20 lbs.
Pay: $22.00 per hour
Work Location: In person
