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Database Administrator and Office Manager

Wendell Gilley Museum

The Database Administrator and Office Manager is responsible for assisting in and supporting fundraising and administrative operations for the Wendell Gilley Museum. The primary duties are maintaining the museum’s membership database and bookkeeping. Day-to-day work includes participating in donor relations, assisting with communications, direct mail appeals, and events as well as bookkeeping and office manager functions. This position reports to the Director and the Director of Development.

Responsibilities:
  • Maintain the integrity of donor and member financial records in the donor database (Little Green Light). Maintain paper and electronic files.
  • Process gifts and memberships. Data entry for donor and prospect records.
  • Manage acknowledgements for all donations and memberships. Draft personalized acknowledgements as necessary.
  • Prepare membership correspondence including membership renewals/reminders and acknowledgements.
  • Prepare reports to support development operations.
  • Prepare lists for organizational mailings including for the year-end appeal and events and print invitations, letters, and envelopes as needed for mailings.
  • Assist donors and members by phone and email.
  • Record and pay invoices/bills in a timely manner, daily close of the museum’s point of sale system and posting to QuickBooks, routine reconciliation of Little Green Light to QuickBooks, depositing checks and/or cash in a timely manner.
  • Manage the museum’s internal calendar of project deadlines and meetings. Schedule meetings (in-person and online) and manage communications around these.
  • Other administrative duties include answering phones, processing daily mail, ordering office and event supplies, and assisting the Director with routine communications.
  • Assist with museum with events.
Qualifications:
  • Prior non-profit fundraising experience.
  • Knowledge of and experience with fundraising databases.
  • Knowledge of and experience with QuickBooks and basic bookkeeping.
  • Proficiency with Microsoft Office products including Word and Excel.
  • Initiative, and the ability to work independently and with little supervision.
  • Ability to organize and prioritize work; excellent time management skills.
  • A sense of humor and a positive attitude. Ability to work well as part of a team.
  • Good communication skills (verbal & written)

Compensation and benefits: 

Anticipated salary is $40,000. Benefits include a flexible schedule (off-season) and possibility to conduct some work remotely, and generous vacation time. Full time, exempt employees are eligible for a QSEHRA healthcare reimbursement plan which covers premiums for certain healthcare plans as well as reimbursement of medical, dental, and vision costs up to a set limit each year. This is a full-time, exempt, term position, renewed annually. 

To Apply: Send a current resume, the names of three references, and a cover letter that expresses your interest in the position and qualifications to: director@wendellgilleymuseum.org. EOE.

The Wendell Gilley Museum celebrates the work of individuals and believes that there is an artist in each of us.  Our core values - which promote people, nature, art - recognize the need for diverse views, skills, perspectives.  WGM warmly welcomes all people as visitors, supporters, employees, and Board members. We seek to be open, fair and inclusive in all our activities.

Additional Job Information

Providing a salary range is a practice that models transparency and is one recommended strategy for advancing equitable compensation. 
$40,000
Full-Time
December 2021 or January 2022
Down East - Southern
Southwest Harbor

Application Details

Send a current resume, the names and contact information for three references, and a cover letter that expresses your interest in the position and qualifications to: director@wendellgilleymuseum.org. EOE.
1/10/2022
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