Member and Donor Services Assistant

Sep 05 2023
Honolulu Museum of Art |Honolulu|Full Time, $20.00 / hour
Job Description


Employment Status: Full-Time

FLSA Status: Non-Exempt

Pay Range: $20.00 per hour

Work Hours: Monday-Friday 8:00am – 5:00pm. Some evenings and weekends.


Job Summary:

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


About HoMA, the Honolulu Museum of Art:

Opened in 1927, the Honolulu Museum of Art is a home for art and education created for the benefit of the entire community. Originally established as the Honolulu Academy of Arts, founder Anna Rice Cooke envisioned a museum that would bring people together through the power of art and “the deep intuitions that are common to all.” The museum was conceived of as a place of meaningful exchange and dialogue, celebrating the diverse artistic and cultural traditions of Hawai‘i’s multi-ethnic population. From this founding intention grew the museum of today, with a world-class encyclopedic collection of more than 55,000 works of art, representing a stunning breadth of places and eras, from all corners of the globe and from the ancient past to the present day. Over the decades, the museum has become known for its strong tradition of art classes and community engagement, both inside the walls of the museum and beyond. In 2011 the Honolulu Academy of Arts merged with the dynamic and vibrant Contemporary Museum, reinvigorating the museum’s contemporary holdings and ushering in an opportunity for renewed commitment to the art of our time. The Honolulu Museum of Art was born.

As HoMA approaches its centennial in 2027, it is poised to embark on a new chapter guided by a renewed vision and Strategic Plan that focuses on HoMA’s core purpose: to be a home for art and education that exists for the benefit of the entire community, presented in a setting that prioritizes beauty, harmony, and promotes learning, self-awareness and connection. With acknowledgment of HoMA’s history and purpose at the forefront, the Strategic Plan charts a course for HoMA’s next chapter in a rapidly changing world. It will transform HoMA into a relevant and sustainable 21st century museum where people of all ages and from all walks of life will be invited in and reinforce HoMA’s ability to bring the art of the world to Hawaiʻi and the art of Hawaiʻi to the world.


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 is 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.
  • Honesty, integrity, enthusiasm, perspective, and a strong work ethic supported by commitment and follow-through.

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.

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.
  • Provides support to the Chief Advancement Officer with donor appointment calendar, assists with coordinating departmental activities including team meetings, collection of department SOPs.
  • Other relevant duties as assigned.

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.

The employee must be able to fulfil all Essential Duties with or without a reasonable accommodation. This job description is not designed to cover or contain a comprehensive list of all activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.


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.