The Philanthropy Associate reporting directly to the Director of Membership & Director of Philanthropy Operations is responsible for supporting database and gift operations for all philanthropy and membership activities/programs. The Philanthropy Associate also provides administrative support for the department
- General Database Maintenance
- On a daily basis, audit the flow of information between multiple databases, data warehouses and other platforms: reviewing all records that are created or changed and ensuring that all are correct. This may include managing duplicate records, correcting or completing data fields, identifying unattached records, adding or correcting linking, and correcting formatting, etc.
- As needed/as assigned assist with database clean-up projects
- Family Membership Processing
- On a daily basis, reviews all family membership sales and ensures that all data hygiene standards are met. This includes: checking for and merging duplicate records, correcting formatting, cleaning up membership card information, correcting relationships, adding and editing gift coding.
- Create and send digital membership cards to Family Members
- Confirm all Family Membership transactions in the Galaxy sales database and the Raiser’s Edge CRM (Raiser’s Edge) match. Work with cross divisional staff to make any needed corrections or editions.
- As needed, process and acknowledge Family Membership payments that arrive from additional sources including mailed checks, inbound phone calls and other outside processors ( Fundraise Up, etc.)
- Once a week, review all payments and confirm with the finance team that the clean-up is complete.
- At the end of each month review all payments and confirm with the finance team that clean-up is complete for the month.
- Family Membership Customer Service
- As part of a team, provide exceptional customer service to participants and prospective participants in the Family Membership program. Answer live phones. Return calls. Respond to e-mail messages. Speak to members in person when needed.
- Gift, Payment, and Event Registration Processing
- Working with the team, manage all gifts, payments and event registrations for all Philanthropy department activities from a variety of sources.
- Ensures that correct procedures are followed.
- Confirm details of each payment with the team including identifying the correct donor, managing soft credits, applying pledge payments, and selecting appropriate campaign, fund and appeal.
- Communicate with both the Finance team and the Philanthropy team and provide reports and documentation.
- As scheduled by payment type, once a week, review all payments and confirm with the finance team that clean-up is complete for the prior week.
- At the end of each month review all payments and confirm with the finance team that clean-up is complete for the month.
- Administrative & General Office Support
- Arrange internal and external meeting and room requests
- Manage the Philanthropy department’s Zoom accounts – scheduling web meetings, etc.
- File and maintain paper and digital files
- Assist Vice President of Philanthropy with personal expense reports
EDUCATION REQUIREMENTS (if applicable)
Minimum Requirements
- HS Diploma or Equivalent
Preferred Requirements
- BA/BS
QUALIFICATIONS AND REQUIREMENTS
Minimum Requirements:
- Appreciation of the Museum’s mission and ability to be an effective spokesperson.
- Minimum of 2 years of experience in a fast-paced office setting, preferably in fundraising or customer service
- CRM (Customer Relationship Management)/database experience
- Discretion of confidential information is essential. Able to follow information security protocols
- An early adopter of technology and the ability to learn new software quickly
- Extreme attention to detail and accuracy, well organized, self-motivated
- Able to review data and detect errors
- Ability to work quickly, independently, and be a creative problem solver
- Good telephone, writing skills, and follow-up skills
Preferred Requirements:
- Experience with Raiser’s Edge or another CRM/database software preferred
Physical Demands: The Philanthropy Associate spends most hours reviewing and revising information on a computer screen. Must be able to converse with a variety of individuals both in person , on the telephone and using other electronic methods. May be required to stand, or walk for long periods or at special events. The position also requires the ability to see & read a wide variety of handwritten forms, checks, and letters.
Work Environment: The work environment may vary depending upon the physical location where work is performed (internally or externally). The general office environment shared common office space and equipment.
Other Factors: Flexible schedule early morning, late evening, weekend hours on occasion; some holidays and special event days required
(Benefits eligibility is based on regular weekly hours per week)
- Health Insurance
- Dental Insurance
- Vision Insurance
- 13 Paid Holidays
- Up to 12 Sick days
- Mass Earn Sick Time
- Up to 10 Vacation days
- 403(b) Retirement Plan
- Flexible Spending Accounts
- Qualified Transportation Accounts
- Life Insurance
- Short-Term & Long-Term Disability
- American Alliance Museum Access
- New England Museum Association Access
- Free Admission to 100+ Museums
jobs@bostonchildrensmuseum.org
OUR MISSION
Boston Children’s Museum engages children and families in joyful discovery experiences that instill an appreciation of our world, develop foundational skills, and spark a lifelong love of learning.
OUR VISION
Boston Children’s Museum is a welcoming, imaginative, child-centered learning environment that supports diverse families in nurturing their children’s creativity and curiosity. We promote the healthy development of all children so they will fulfill their potential and contribute to our collective well-being and future prosperity.
OUR VALUES
Creativity. Respect. Excellence. Accountability. Thoughtfulness. Equity.
Boston Children’s Museum is a curious, experimental, and creative learning organization. We have a child and family-centered focus, welcoming and respecting all Museum audiences. We collaborate and show mutual respect and support for our colleagues. We recognize that each person has equal, intrinsic worth and deserves to be treated with dignity. We are a culture that innovates, changes, and pushes boundaries to keep the museum relevant. We are responsible to each other and strive to keep our commitments to our colleagues. We commit to high ethical standards. We recognize the importance of work-life balance, respecting the importance of personal growth and family. We have an ongoing commitment to fairness in all aspects of the Museum and we embrace alternative ways of thinking.
