Development Assistant

Title: Development Assistant
Report to: Head of Institutional Advancement
Status: Full Time Non-Exempt

El Museo del Barrio founded in 1969 by artist and educator Raphael Montañez Ortiz and a coalition of Puerto Rican parents educators artists and activists is New York Citys preeminent institution dedicated to Latin American Caribbean and Latine art. Through its permanent collection of more than 8500 works exhibitions bilingual public programs educational activities and special events El Museo welcomes audiences of all backgrounds and serves as a cultural anchor for East Harlem.

SCOPE AND PURPOSE OF ROLE

The Development Assistant provides comprehensive administrative and operational support to El Museo del Barrios Institutional Advancement department and serves as the organizational backbone of a busy fundraising team. Reporting to the Head of Institutional Advancement the Development Assistant maintains the donor database manages departmental calendars and scheduling keeps files and records in order and supports fundraising events and donor cultivation. The role is ideal for a highly organized detail-oriented professional who takes pride in accuracy follows through reliably and enjoys keeping people information and deadlines running smoothly. Fluency in Spanish and English is required.

RESPONSIBILITIES

Database and Records Management

• Serve as the primary steward of the departments donor database (Raisers Edge/NXT): enter and update constituent records gifts actions and contact reports accurately and promptly.
• Process gifts and generate timely accurate acknowledgment letters and tax receipts.
• Run queries exports lists and reports to support mailings appeals cultivation and reporting; reconcile gift records with the Finance department.
• Maintain data integrity and hygienededuplicating records standardizing coding updating contact information and upholding the departments constituent segmentation framework.
• Safeguard the confidentiality of donor and constituent information at all times.

• Manage departmental calendars and coordinate scheduling for the Head of Institutional Advancement and the development team.
• Schedule and confirm internal and external meetings donor visits and calls; arrange logistics prepare and distribute agendas and circulate notes and action items.
• Track departmental deadlines deliverables and follow-ups proactively flagging conflicts and upcoming priorities.

• Organize and maintain the departments electronic and physical files templates and shared resources (including SharePoint) ensuring materials are current consistently named and easy to locate.
• Provide general administrative support including correspondence mailings expense reports check requests and coordination of invoices with Finance.
• Prepare format and proofread documents letters spreadsheets and briefing materials in El Museos house style.
• Order and maintain office supplies and departmental materials as needed.

• Provide logistical and administrative support for development events and donor cultivation activities including the annual Gala exhibition openings Círculo patrons and Horizonte young patrons events and board and committee meetings.
• Manage guest lists invitations RSVPs name tags seating and check-in; assist with day-of coordination and post-event follow-up.
• Coordinate mailings e-communications and stewardship touchpoints in partnership with the development team.

• Serve as a versatile dependable team member supporting special projects and taking on new administrative responsibilities as the departments needs evolve.
• Build productive working relationships across the museumcuratorial education communications operations and financeto keep development work coordinated and accurate.
• Perform other duties as assigned by the Head of Institutional Advancement.

• Bachelors degree preferred or an equivalent combination of education and relevant administrative experience.
• One to three years of administrative development or nonprofit experience; experience in a museum or cultural institution a plus.
• Fluency in Spanish and English written and spoken is required.
• Exceptional organizational skills and meticulous attention to detail with a demonstrated ability to manage multiple priorities and deadlines accurately and independently.
• Proficiency with Microsoft Office (Outlook Word Excel PowerPoint); experience with a fundraising or CRM database (Raisers Edge/NXT strongly preferred) and comfort learning new systems.
• Strong written and verbal communication skills and a professional service-oriented approach to donors trustees colleagues and the public.
• Sound judgment and discretion in handling confidential information.
• Ability to work occasional evenings and weekends in support of events.
• Genuine interest in and commitment to El Museo del Barrios mission and the communities it serves.

Salary Range: $50000$58000

Benefits
Benefits include Medical (up to 100% employer-paid plans available) Dental and Vision insurance. Employees may obtain additional coverage for themselves and/or their families at a low cost. El Museo offers the Cultural Institutions Retirement System (CIRS) 401(k) Savings Plan and CIRS Group Life & Welfare Benefits Plan. A TransitChek/Metrocard commuter plan is currently offered to eligible full-time employees. El Museo currently extends a 10% discount to employees on all museum shop merchandise. Paid time off includes thirteen (13) holidays ten (10) vacation days two (2) personal days and ten (10) sick days.
El Museo values diversity in backgrounds and in experiences. El Museos commitment to a diverse workforce has been a key to our accordance with that commitment El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race color religion sex sexual orientation national origin age disability predisposing genetic information gender identity and/or expression military or veteran status in accordance with applicable federal state and/or local laws. This policy applies to all terms and conditions of employment including but not limited to hiring placement promotion termination transfer leaves of absence compensation and training.

El Museo values diversity in backgrounds and in experiences. El Museos commitment to a diverse workforce has been a key to our accordance with that commitment El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race color religion sex sexual orientation national origin age disability predisposing genetic information gender identity and/or expression military or veteran status in accordance with applicable federal state and/or local laws. This policy applies to all terms and conditions of employment including but not limited to hiring placement promotion termination transfer leaves of absence compensation and training.