Head of Engagement and Operations

Overview

The Portland Art Museum and Northwest Film Center (referred to as Museum) invites applications for the position of Head of Engagement and Operations (HEO). The Head of Engagement and Operations (HEO) is a member of the Development team which is responsible for fundraising in support of the mission of the Portland Art Museum and Northwest Film Center (“the Museum”).

The HEO oversees development operations and donor engagement. This position leads the successful execution of donor stewardship and communications, pipeline management, prospect research, data and gift entry, events, affinity groups, and travel. This position manages two full-time development department staff members and provides direction for their work: the Engagement Manager (Events, Councils, Affinity Groups, Travel) and the Development Associate (Data management,gift entry, acknowledgements). 

COVID-19 Information

The current COVID-19 crisis has resulted in severe and unprecedented disruptions to revenue generation at the Museum. Currently, the Museum has reopened to visitors and the Institution is running on reduced staffing levels. The task ahead is not easy, but a challenge our staff are taking on with a deep commitment to the mission. The successful incumbent in this role will be willing to enter the situation with energy, flexibility, and a vision to overcome obstacles. This position requires a desire for understanding and adhering to COVID-19 safety protocols set forth by the Museum at all times. The Museum follows guidelines from OHA, OR-OSHA and the CDC.

Equity, Inclusion and Accommodation

The Museum and Film Center strives to be an inclusive institution that facilitates respectful dialogue, debate, and the free exchange of ideas.  With a deep commitment to artists – past and present – and freedom of expression, the Museum and Film Center’s collections, programs and staff aspire to reveal the beauty and complexities of the world, and create a deeper understanding of our shared humanity.  We are a Museum for all, inviting everyone to connect with art through their own experiences, voices, and personal journeys.  We are committed to advancing equity and inclusion by creating a diverse and inclusive workplace. We will continue learning as we work to evolve as an Institution, recognizing that this journey has no end and our commitment must remain. We have an active equity team currently engaged in a journey to examine our internal culture and the work we do through an equity lens. We look forward to having all colleagues join and contribute to this important work. Learn more at https://portlandartmuseum.org/portland-art-museum-announces-equity-statement/.  

The Museum and Film Center are equal opportunity employers, committed to a policy of non-discrimination in employment on any basis including age, sex, color, race, creed, national origin, religion, marital status, sexual orientation, gender identity, political belief, disability or any other legally protected status. We are committed to the full inclusion of all qualified individuals. As part of this commitment, will ensure that persons with disabilities are provided reasonable accommodations to participate in the application, interview, and hiring process. Alternative formats of this application are available upon request. If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at hr@pam.org or 503.276.4358. 

The Portland Art Museum is an Equal Opportunity Employer. Black, Indigenous, and People of Color (BIPOC), immigrants, women, LGBTQ+, and individuals with disabilities, please apply!

Essential Duties & Responsibilities

Creates a comprehensive donor stewardship program with support from the Museum Marketing department, that includes marketing outreach, high-touch fundraising collateral and sponsorship templates to be deployed by the Individual Giving and Partnerships teams, annual stewardship reports, and other community communications. Works with the department to move toward unrestricted giving models, actively working towards equity and teaching donors about the importance of this process. Establishes and maintains a cross departmental calendar of donor and Patron communications, and collaborates with Marketing, Learning and Community Partnerships, and Curatorial teams to ensure effective promotion of public programs and exhibitions among supporters. Develops and manages a comprehensive donor recognition program, including; the identification and administration of benefits in partnership with other Museum departments, management of public listings in Portal, online, and on campus screens; and oversight of long-term naming recognition.  Implement and use an equity lens to create a more equitable approach to the creation, maintenance and improvement of gift acceptance policies and development procedures, actively addressing concepts of power with donors and funders in order to advance equity and inclusion at PAM and make giving accessible. Maintains a sophisticated prospect management and research solution that enables development department staff to actively manage all donor activity, and works collaboratively with the Database Administrator, as well as all front-line fundraisers to support portfolio management.  Create accurate, targeted queries as needed for donor analysis, donor histories, segmented lists for targeted appeals, fiscal year giving summaries and month-to-month/year-to-year comparisons. Oversees the Engagement and Operations Team (2 direct reports + temporary gift entry staff) and coordinates with colleagues across work streams to supervise and train other department staff, as appropriate. Works with the development department to formalize internal and external equity goals. Willing to experience discomfort, foster understanding, and create plans to overcome challenges, specifically that comes with change management. Works with the Director of Development to develop department-wide reports on all fundraising initiatives (Individual and partnership fundraising, council memberships and revenue, etc), including macro-reporting of overall progress, timeline, and outcomes. Recommends and implements the formulation and execution of the department budget.  Monitors and forecasts department budget, analyzes revenue and expenditure trends, partners with Finance on reconciliation, auditing and budgeting. Upholds confidentiality and protects donor privacy by exercising discretion and adhering to all standards and ethics or privacy rights. 

Secondary or Additional Responsibilities

Provides necessary support and expertise in streamlining processes, creating efficiencies, and identifying opportunities that support strategic revenue growth. Supports the integration of policies and procedures across the development department. In partnership with the Director of Development, facilitates Development team meetings, retreats, and other staff activities. Assists with other special events (sponsor events, galas, coffees). Assists with the development of promotional materials for Patron and affinity group memberships and events in the Member magazine, website, press releases and on-site. Assists with donor stewardship in the form of thank-you notes and phone calls to donors during high volume times of the year. Performs other related duties as assigned. 

Supervisory Responsibilities

A leader on the Development team, the HEO is responsible for building a culture of philanthropy at the Museum, broadening and diversifying the Museum’s base of supporters, and actively working towards equity by teaching donors about the impact and values of the Museum.  Supervises Engagement Manager and participates in engagement activities on a department-wide level, including donor events, travel, affinity groups and activities. Uses equity approach to offer more diverse and inclusive engagement activities.  Supervises the Development Associate and any temporary gift entry staff, participating in database entry, gift processing and reconciliation, batch approvals, prospect research, drafting and sending acknowledgement letters, and providing editorial review to ensure consistent and appropriate messaging. Partner with Database Administrator to ensure proper use of the Altru database  at the department-wide level.  Manages hiring, onboarding, and oversight of temporary gift entry staff as needed, ensuring timely entry of gifts throughout the year.  Supervisory duties include - recruitment, mentoring, performance management , training & coaching. Serves as a leadership example being clear on the strategic direction of the department, being accountable and holding others accountable, and centering collaboration and the values of the museum. Decisions are made within PAM policy constraints.

Institutional Responsibilities

Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability.  Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access. Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives. Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement. Use the equity lens in decision making. Promote equity and inclusion goals and have a “people first” mindset.

Required Knowledge & Skills 

Knowledge of database administration and budget management/pipeline in a development setting. Demonstrated knowledge and experience in fundraising strategies and practices, including research and strategic planning skills. Highly organized and attentive to detail; manage multiple projects simultaneously; demonstrated high level of initiative and persistence in completing assignments. Promotes an exceptional donor/member/visitor experience that incorporates the Museum’s ongoing visitor engagement and equity and inclusion work. Interact with donors in a proactive and welcoming manner, provide excellent customer service to all Museum constituents.Excellent verbal and written communication skills; prepare and deliver concise, understandable, and effective reports, presentations and articles to a wide audience. Expected to work independently and as a collaborative member of the Development team, and will need to be flexible to the growing needs of the Museum. 

Education, Formal & Informal Experience, Training Required, Certifications, Etc. 

Bachelor’s degree and 5+ years previous development experience required or equivalent combination of education and experience. 2+ years management experience, including recruiting, hiring, and managing other fundraisers, and  effectively liaising with colleagues at all levels.  Advanced technology skills; Google platform, Microsoft Office Suite (Word, Excel, PowerPoint) experience required; knowledge of Customer Relationship Management software (Altru, Raiser’s Edge, Salesforce) preferred.

Job Conditions

Occasional evening and weekend hours at special events Extensive computer work and use of Google platform, Microsoft Office, and Blackbaud Altru Database The Development Office is temporarily working remotely due to COVID-19, but will  begin meeting with donors and community leaders in person when it is safe to do so.

Physical Activities

Standing Walking Use of Fingers Talking Sitting Hearing Push/pull/lift/carry up to 10 lbs.

Compensation, Benefits & Perks

This role is exempt, full-time, based on 40 hours per week Budgeted compensation range is $68,473.60 - $82,160.00, depending on experience. The role is in pay grade K (Min $32.92, Mid $39.50, Max $46.09)  Affinity groups -- BIPOC & White Learning Space
Buddy system for BIPOC new hires Annual BIPOC TLC retreat
Health Care (medical, dental, vision, pharmacy) Life Insurance (employer-paid life, AD&D, and long-term disability insurance & employee paid voluntary life and short-term disability) Retirement (401k plan, please note no employer match currently) Paid Time Off (6 paid holidays, 2 floating holidays to allow employees to meet their own religious observances and uphold value of equity and inclusion, vacation time, sick time, jury duty, and bereavement leave) Flexible spending accounts Employee assistance program: free, confidential counseling for employees and family Discounted TriMet or C-Tran passes Bike to work benefit Complimentary admission to the Museum for employee and guest(s) accompanied by you Access to Museum lectures and programs Discounts at Museum Shop R.E.A.P (Reciprocal Employee Attraction Pass) card for full and part-time employees, providing free general admission to local destinations

Application Process

To apply online visit: www.portlandartmuseum.org/careers follow the link to create a profile. All interested applicants must apply through the above careers link. Resumes received without completed employment application will not be considered. For questions or accommodation please contact hr@pam.org. 

Please attach a cover letter and in addition, we ask that applicants answer the questions within the application. The Museum engages an equity hiring committee to review applications.

Please do not delay in applying. Closing date is Friday, July 23, 2021. 

About the Portland Art Museum

Founded in 1892, the Portland Art Museum is one of the oldest art museums in the United States and the oldest in the Pacific Northwest. The Museum’s collection of 42,000 objects reflects the history of art from ancient times to today. The collection is distinguished for its holdings of arts of the native peoples of North America; modern and contemporary art; Asian and American art; photographs, prints, and drawings; and English silver.

With more than 112,000 square feet of gallery space, the Museum ranks in the top 25 museums in the country with the most gallery and exhibition space. An active collecting institution, the Museum dedicates 90 percent of its gallery space to its permanent collection. In addition to its permanent collection, the Museum is recognized for its special exhibitions and intimate exhibition series, including the APEX program, a contemporary art series, and presentations in the Gilkey Center galleries.

Annual membership consists of 16,000 member households, representing more than 92,000 individuals. More than 350,000 visitors are welcomed annually, including more than 50,000 schoolchildren.

The Museum’s annual operating budget is approximately $13.5 million. The galleries hours have been modified due to COVID-19 and typically open four days a week (Thursday through Sunday).

About the Northwest Film Center

The Museum's sister organization, established in 1971, the Northwest Film Center is a Portland, Oregon-based year-round organization and space where artists and audiences explore our region and the world through cinema and cinematic storytelling in all its forms.

Our mission is to expand the reach of cinema as an art form and challenge for whom, by whom, and how stories can be told. Through our screenings, events, guest speaker programs, classes, and workshops, audiences and artists form vital connections that bind our community and encourage a more vibrant, accessible, and diverse media-arts ecosystem.

The Northwest Film Center acts as an advocate for pioneering filmmakers and artists, giving a platform to voices that might not otherwise be heard and serves as a catalyst for cultural appreciation, conversation, collaboration, and community-building around new ways of seeing locally and globally. For more information, visit www.nwfilm.org.