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Annual Gifts Officer, Portland Museum of Art

Portland Museum of Art
Maine, United States
$57,680.00 - $72,949.00
Closing date
May 31, 2024

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Job Details


Under the direction of the Director of Philanthropy, the Annual Gifts Officer serves as a key cultivator of individual donors, inspires constituents from general membership to higher levels of giving, and works collaboratively with Portland Museum of Art (PMA) staff and volunteers to ensure success in building strong constituent relationships and supporting the PMA’s strategic goal to build financial strength and sustainability.

  • Oversees the annual fund and general membership programs including leadership circles.
  • Manages a detailed schedule of mailings and develops copy and mailing list selection. Collaborates with team members on marketing activities and collateral needed to support annual programs.
  • Maximizes opportunities for prospect/donor involvement and fosters revenue growth and sustainability in the General Membership including the Leadership Circles programs.
  • Oversees the acquisition, renewal, and benefits fulfillment process for the PMA’s membership programs and identifies individuals for the major gifts pipeline.
  • Collaborates with the Director of Philanthropy and Director of Major Gifts, to activate and engage committees as assigned including Directors Circle and Contemporaries Steering Committees, aligning volunteers’ skills and passions with activities that will maximize the museum’s success in both revenue goals and special initiatives.
  • Collaborates with committee leaders, and Philanthropy and Communication teams to create innovative and engaging events, strong stewardship, and timely communications.
  • Maintains a portfolio of prospects, serving as primary contact and relationship manager, and creatively identifies opportunities to align donors with PMA needs.
  • Collaborates with Philanthropy staff, to assist with prospect management by preparing prospect plans, providing assessments of prospect/donor capacity and inclination, suggesting a solicitation amount, and expected yield, and recommending specific stewardship and recognition approaches.
  • Builds connections in the community and collaborates with colleagues to identify opportunities and foster relationships to support PMA fundraising across all areas including Business Members, corporate sponsorship, and foundations.
  • Implements systems to ensure follow-up after constituent interactions and maintains donor files in Altru. Extracts and communicates key information to direct cultivation and solicitation strategies and creates annual reports for key portfolio donors, including gathering, organizing, and communicating information related to use and impact of funds.
  • Develops tracking and evaluation systems to measure, report, and forecast progress, including membership and revenue metrics and reports to PMA leadership, volunteers, and others as needed; researches using internal tools to inform donor lifecycle strategies and evaluate efficient and effective use of resources toward accomplishment of established goals.


Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.


Bachelor’s degree in a related field with at least three years of increasingly responsible and successful fundraising experience. College degree preferred but commensurate experience will be considered.



  • Friendly, courteous, empathetic, and engaging presence with all museum visitors and staff, including those of all abilities, age, and backgrounds.
  • Demonstrates awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds, and orientations.
  • Fosters relationships and builds philanthropy with patrons at the PMA, as defined by displaying behavior that welcomes all individuals contacted in the course of work. This may include answering questions, utilizing approachable body language such as smiling and making eye contact, thanking people for visiting the PMA, and other open and engaging behavior on a daily basis.
  • Communicates and works effectively with staff, volunteers, and visitors; exercises tact and diplomacy at all times and represents the museum in a positive and professional manner.
  • Supports programmatic initiatives related to PMA’s multifaceted inclusivity and diversity action plan, designed to promote inclusiveness, prevent discrimination, and create an organization that challenges and changes practices that present barriers.
  • Models exceptional customer service for all visitor locations, including gallery spaces.
  • Complies with all PMA safety rules and procedures.


  • Ability to pass a criminal background check.
  • Regular and consistent attendance at the workplace is required.
  • Must be available to work evening and weekend hours as needed.
  • Ability to develop strong engaging relationships with donors.
  • Ability to multi-task, organize work, and meet deadlines with careful attention to detail in a fast-paced, collaborative environment.
  • Proven written and oral communication skills, including ability to adhere to PMA brand charter and style guide, and ability to communicate effectively with constituents in-person, over the phone, and via email.
  • Excellent project management skills, including budget development, analysis, and financial forecasting.
  • Ability to perform all work according to best practice standards and to the Association of Fundraising Professionals’ Donor Bill of Rights.
  • Ability to establish, maintain, and foster positive and harmonious working relationships with coworkers and a variety of individuals contacted in the course of work.
  • Ability to build and maintain a broad network of community contacts and to effectively supervise and motivate volunteers.
  • Ability to operate computers and software necessary for assigned duties including Microsoft Office, Altru, and other reporting software.
  • Ability to handle sensitive and confidential information with discretion.

The majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Employee operates computer, printer, photocopier, and other office equipment. Work involves extended sitting and computer use. Evening and weekend work required including at events. Local, regional, and national travel may be required.



The PMA is an equal opportunity employer and values diversity at our museum. We do not discriminate on the basis of race, color, religion, national origin, ancestry, age, sex, sexual orientation, physical or mental disability, veteran status, status as a whistleblower, marital status, gender identity or expression, genetic information, or any other basis prohibited by applicable law.


Consistent with the Americans with Disabilities Act (ADA) and the Maine Human Rights Act, it is the policy of PMA to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact PMA’s Human Resources at (telephone and e-mail address).


All requirements and skills are considered to be essential, unless otherwise indicated.

External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.


The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


Effective Date: April 2024 Pay Basis: Salary FLSA Status: Exempt Employment Status: Full-Time Union Position: Yes Pay Grade: I



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