Assistant to the Director of Development
- Employer
- Portland Art Museum
- Location
- Oregon, United States
- Salary
- $44,657.00 - $52,000.00
- Closing date
- Jul 31, 2021
View more
- Position Type
- Administrative, Office Administration, Other Administrative
- Fields
- Arts, Museum
- Employment Type
- Full Time
Overview
The Assistant to the Director of Development 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”).
This person is responsible for complex administrative support for the Director of Development and the Development team, interfacing with important internal and external contacts to manage relationship building activities, optimize internal and external meetings, and support fundraising efforts.
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
-
Reports to and acts as executive
assistant to the Director of Development (DoD), overseeing
administrative needs, writing memos and designing presentations,
and independently responding to matters of precedent or
policy.
Coordinates calendars for both the
Director of Development and Director of Community Philanthropy,
proactively prompting next steps with donors assigned to their
portfolios and scheduling internal and external meetings as
needed.
Assists with fundraising activities,
including but not limited to preparing email correspondence,
meeting and call notes, donor research, proposal packets, and gift
agreements; attending meetings and maintaining relationships with
trustees, donors, and members of the Museum; and coordinating
travel, small gatherings, or committee meetings.
Works independently and acts as a
project manager within the Development team on special and ongoing
projects, which may include: organizing Development team-building
activities and professional development opportunities, arranging
travel plans and itineraries, etc.
Contributes to a culture of inclusive
donor stewardship, practices empathy and shows respect for donors
at all levels, and actively works toward achieving long-term equity
goals within the Development department.
Arranges tours, special access, and
customized opportunities for major donors, in partnership with the
Individual Giving team.
Organizes daily operations in the
Development Department with tasks including, but not limited to:
receiving and routing mail, ordering and maintaining supplies,
trouble-shooting technology issues with IT, and other
administrative duties.
Schedules and facilitates
cross-departmental meetings to foster collaboration with
Curatorial, Learning & Community Partnerships, and other
teams.
Sends weekly Development team
agendas, takes notes, and supports follow-through on any action
items.
Manages Development Department email
and responds promptly to all inquiries, with support from Museum
colleagues.
Remains current with events and
trends in local community and in the nonprofit field, conveying
knowledge of public activities and informing internal projects,
policies, and procedures at the Museum.
Prepares weekly expenses reports and
reconciles credit cards for the Director of Development, Director
of Community Philanthropy, and Associate Director of Individual
Giving.
Open mail for the DoD and Development
department and determine level of priority.
Logs all incoming donations sent by
check/cash
Upholds confidentiality and protects
donor privacy by exercising discretion and adhering to all
standards, equity practices, ethics, and privacy rights.
Secondary or Additional Responsibilities
-
Collaborates with the Head of
Engagement and Operations and maintains portfolios for DoD and
DoCP, track action items, record meeting notes, etc.
Assists the Engagement Manager with
the planning and execution of donor events, programs, tours,
special access, managing invitations lists and supporting follow-up
strategies to engage a strong base of diverse donors.
Works in tandem with Assistant to the
Director to schedule meetings of the Development, Government
Affairs, and other subcommittees of the Board of Trustees, as
appropriate, and manages logistics for Board subcommittee meetings
in partnership with the Associate Director of Individual Giving and
Head of Partnerships.
Partners with the Development
Associate to query donor histories, record donor research, and
maintain the Altru Database with current donor contact
information.
General office management.
Performs other related duties as
assigned.
Supervisory Responsibilities
-
May supervise temporary staff and/or
volunteers for the Development Department.
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
-
Must have excellent knowledge of the
Google Platform, Microsoft Suite (Word, Excel, Outlook,
PowerPoint); Blackbaud Altru or other CRM donor database, Web based
content management systems, and project management software like
Trello experience a plus.
Work requires continual attention to
detail in composing, typing and proofing materials, establishing
priorities and meeting deadlines.
Must be able to anticipate needs and
work proactively in a fast-paced environment with demonstrated
ability to juggle multiple competing tasks and demands.
Position continually requires
demonstrated poise, tact and diplomacy. Must be able to maintain
the highest level of confidentiality and handle sensitive material
concerning the organization and the Director of Development’s role
within the organization.
Must have excellent communication and
interpersonal skills and be able to interact and communicate with
individuals at all levels of the organization.
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 in Business or
related field with three or more years related experience to
executive level management; or equivalent combination of education
and experience.
Job Conditions
-
Travel as necessary and work
occasional evenings and weekends for events.
On-call status
Extensive computer work and use of
Google platform, Microsoft Office, and Blackbaud Altru
Database
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
$44,657.60 - $52,000.00, depending on experience. The role is in
pay grade G (Min $21.47, Mid $25.00, Max $28.26)
Affinity groups -- BIPOC & White
Learning Space
-
Buddy system for BIPOC new hires
Annual BIPOC TLC retreat
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.
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