Member and Donor Services Assistant

Jan 19 2023
Honolulu Museum of Art |Honolulu|Full Time
Job Description


Job Title: Member and Donor Services Assistant

Job Status: Full Time, FLSA Non-Exempt

Work Hours: Monday - Friday, 8:00 a.m. - 5:00 p.m. Some evenings and weekends.


Job Summary: 

Under the direction of the Chief Advancement Officer, the Member and Donor Services Assistant provides administrative support to the museum’s advancement and fundraising programs, including donor outreach and the membership database.


Minimum Qualifications: 

  • College degree or an equivalent combination of education, training, and experience. 
  • 1 year of fundraising experience in arts and culture or educational organizations with specific experience in membership services or donor relations.
  • Excellent interpersonal, organizational, customer service, problem solving, and verbal communication skills. 
  • Detail oriented, with excellent organizational and analytical skills. 
  • Proficient in Microsoft Word and Excel. 
  • Working knowledge of Tessitura, Raiser’s Edge, or other Customer Relations Management (CRM) software. 
  • Ability to assist with the preparation and administration of project budgets, donor gift records, and other related business and/or financial reports. 
  • Strong interpersonal skills.
  • Ability to interface positively with high-level donors, sponsors, and stakeholders. 
  • Possesses good judgment and able to handle confidential information with discretion. 
  • Strong writing ability.
  • Exhibits a polished presence, diplomacy, discretion, and a deep respect and understanding of the local community served by the Museum and of the Museum’s vision, mission, and values. 

Desired Qualifications:

  • 2 years of experience in membership services and donor relations.
  • Familiarity with Advancement systems and processes.
  • Interest in and experience with software and other technology for process improvement in fundraising and membership. 
  • Must be a team player and willing to share own expertise for the good of the museum. 
  • Ability to work across museum departments.

Core Competencies:

  • Adaptability
  • Effective Communicator
  • Initiative and Judgment
  • Planning and Organizing
  • Professionalism
  • Technology savvy

Essential Duties:

  • Processes donations, membership payments, and other funds in a timely manner.
  • Inputs membership and Annual Fund contributions into the Tessitura database, ensuring accurate donor information is included for tracking and acknowledgement.
  • Manages HoMA’s membership telephone hotline, membership services, and donor services email accounts, and answers all questions regarding membership in a timely manner. Resolves related Customer Services Issues (CSIs) forwarded by frontline museum staff, providing internal feedback for systematic improvement.
  • Sends weekly acknowledgement letters and direct mail letters to members and donors. Manages tracking system for member renewal and acknowledgement letters. 
  • Updates donor acknowledgment templates for contributions, memberships, and in-kind donations. 
  • Assists with special events preparation by mailing out invitations and processing RSVPs.
  • Provides general support to Advancement events.
  • Acknowledges and creates notification packages for gift membership purchasers.
  • Fulfills membership benefits by issuing membership cards, renewal forms, member’s magazines, and other museum collateral by mail.
  • Supports the Advancement team with clerical and daily office functions.
  • Manages membership collateral and supplies.
  • Leads the effort to increase the paperless membership renewal and membership recovery.
  • Supports the execution of the yearly fundraising appeals.
  • Other relevant duties as assigned. 

Traits and Characteristics:

  • Ability to manage the duties of this position without close supervision. Highly organized and self-motivated to initiate and complete projects in a timely manner. Works alone, and as a team member, with Advancement and Museum staff to ensure maximum quality operations. 
  • Able to think independently while keeping the best interests of the Museum in mind. 
  • Responds calmly and creatively, seeks solutions and advice when problems occur. 
  • Ability to plan practically, think strategically, and to respond effectively to problems. 
  • Excellent time management skills, attention to detail, and the ability to work under pressure. 

Working Conditions and Atmosphere:

The Member and Donor Services Assistant works with minimum supervision. Work will often be performed with short deadlines and situations sensitive to the Museum. Regular office hours are required. Due to the nature of the responsibilities, evening and weekend work is sometimes required, and at times may be on an emergency basis.


Diversity, Equity, Accessibility, and Inclusivity:

HoMA welcomes people from all backgrounds and walks of life, and this is reflected in our diverse community of employees. We encourage applications from candidates across a wide variety of backgrounds, including, but not limited to, people of all races and ethnicities, people with disabilities, women, veterans, and all members of the LGBTQ community. 


Equal Employment Opportunity:

HoMA is proud to be an equal opportunity employer and is committed to providing equal opportunity for all employees and applicants. HoMA recruits, hires, trains, promotes, compensates, and administers all personnel actions and benefit programs without regard to race, color, ancestry, religion, sex, including pregnancy and gender identity and expression, national origin, age, disability, sexual orientation, reproductive health decisions, marital status, arrest and court record, citizenship, credit history, military and veteran service, victim of domestic violence or sexual abuse victim status, genetic information, or any other characteristic protected by applicable federal, state or local law.


The statements contained herein describe the scope of the responsibilities and essential functions of this position but should not be considered to be an all-inclusive listing of work duties and requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload. 


HoMA maintains a policy of nondiscrimination in all employment practices and decisions, ensuring equal employment opportunities for all qualified individuals. This applies to both HoMA employees and applicants for employment with the Museum. Any form of harassment of any employee because of any protected status is also prohibited.