Development Assistant

Carnegie Museums - Advancement & Community Engagement, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America Req #607
Monday, September 20, 2021

Carnegie Museum of Art creates experiences that connect people to art, ideas, and one another. We believe creativity is a defining human characteristic to which everyone should have access. CMOA collects, preserves, and presents artworks from around the world to inspire, sustain, and provoke discussion, and to engage and reflect multiple audiences.

Carnegie Museum of Art is arguably the first museum of contemporary art in the United States, collecting the "Old Masters of tomorrow" since the inception of the Carnegie International in 1896. Today, the museum is one of the most dynamic major art institutions in America. Our collection of more than 30,000 objects features a broad spectrum of visual arts, including painting and sculpture; prints and drawings; photographs; architectural casts, renderings, and models; decorative arts and design; and film, video, and digital imagery. Through our programming, exhibitions, and publications, we frequently explore the role of art and artists in confronting key social issues of our time, combining and juxtaposing local and global perspectives.  With our unique history and resources, we strive to become a leader in defining the role of art museums for the 21st century. 

Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to diversity and excellence of the Carnegie Museums community. 
 

 

The Development Assistant, Carnegie Museum of Art is responsible for performing diversified development, writing, administrative, and secretarial functions for the assigned development area(s) in order to ensure an efficient and effective flow of work within the development office.

EDUCATION AND EXPERIENCE:

  • Bachelor’s Degree or equivalent combination of education and experience required.
  • One to three years of office administrative or development experience preferred.
  • Experience in non-profit educational or cultural organizations desirable.

KNOWLEDGE, SKILLS, ABILITIES:

  • Must be technologically proficient with Microsoft Office products, including Word, Outlook, Access, Excel, Project, and Power Point and comfortable with exploring and learning new technologies.
  • Demonstrated ability to maintain confidentiality, discretion and to interact well with all levels of staff, community leaders and general public.
  • Must have excellent communication, customer service, and organizational skills.
  • Strong attention to detail required.
  • Patience, teamwork orientation, and a sense of humor highly desirable.
  • Also requires a highly developed customer relations attitude and the ability to prioritize work flow and meet deadlines.
  • Raiser’s Edge fundraising software knowledge a plus.

PHYSICAL REQUIREMENTS:

Work is primarily sedentary in nature; no special demands are required.
 

PRINCIPAL ACCOUNTABILITIES:

  • Provides general administrative support for assigned area, including answering phones, taking messages and coordinating communication appropriately; scheduling meetings and appointments; preparing and proofreading correspondence, reports, and presentations; maintaining office equipment; faxing, photocopying, data entry, filing, preparing expense reports and ordering and stocking supplies.
  • Ensures that all gifts, pledges and grant agreements received by assigned area are delivered to central donor services within 24 hours of receipt in the prescribed manner to ensure both appropriate handling of gifts and excellent donor service. In some instances, also processes said gifts.
  • Responds to general service phone lines and email accounts as assigned. Providing prompt and courteous customer service at all times. Understands and can explain and apply rules, regulations, policies, and procedures associated. Analyzes situations accurately and adopts appropriate course of action.
  • Responsible for entering data, actions, and call reports into donor/prospect tracking system in Raiser’s Edge Database and keeping records of assigned prospects and donors up-to-date.
  • Coordinates prospect management tracking system with research staff. Works with donor services staff to pull queries and lists from Raiser’s Edge as needed.
  • Drafts and prepares acknowledgement letters for signature.
  • Assembles materials required for grant proposals and reports, collecting required information from staff members as needed. May sometimes write the narrative or segments of it.
  • Prepares and submits final product as requested.
  • Coordinates work to meet established deadlines.
  • Provides support for museum special events which could include drafting invitations, supporting volunteer committees, making arrangements with event staff, taking RSVPs and working at the event itself, requires occasional evening and weekend work.  
  • Handles logistics for meetings including reserving meeting spaces, arranging food and beverage service, audio-visual equipment and other necessary arrangements.
  • Attends and participates in meetings as requested, taking and distributing minutes when necessary.
  • Processes department invoices including the assignment of account numbers and tracking expenses to approved budgets.
  • Creates and maintains in good order administrative records and files to support donor acquisition and renewal efforts.
  • Assists in keeping common areas of the office clean and organized.
  • Maintains personal work area in an organized manner with all work-related materials and project information readily available.
  • Performs special projects and support as needed to meet the goals of the department.
  • Accomplishes responsibilities in a timely fashion with a minimum of supervision, and meets established deadlines.
  • Contributes to effective operation of the team.
  • Establishes and maintains cooperative and effective working relationships with others.
This is a Union position 

The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:

  • Pennsylvania Child Abuse History Clearance
  • Pennsylvania State Police Criminal Record Check
  • FBI Fingerprint Criminal Background Check

Obtaining the required clearances is completed as part of the new hire process.

Carnegie Museums is an Equal Opportunity-Affirmative Action Employer – Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity



The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.

  

*GUIDANCE ON ESSENTIAL FUNCTIONS:
 

The Americans with Disabilities Act (“ADA”) requires employers to consider and accommodate qualified individuals with disabilities.  An individual is qualified if he or she can perform the essential functions of a job with or without reasonable accommodation. An essential job function is any task that is a fundamental part of the job.  When considering essentiality, one must focus upon whether the function is essential to this particular job and not to the department as a whole. Some additional guidance on essential functions follows below.  Please note that the following guidelines are non-exhaustive.  If you have any questions or need additional guidance, please contact Human Resources.

A. Is the function required to be performed on a regular basis? If the function is rarely performed, it may not be essential.

B. Is the function highly specialized? Is the incumbent hired for his/her expertise or ability to perform the function?  The need for special expertise is an indication of an essential function.

C. Does the position exist, at least in part, to perform the function?  If so, the function is more likely to be essential.

D. How much time is spent performing the function and how often?  Note that even functions performed 10% of the time could be essential if they are required on a regular basis.

E. Would elimination of the function fundamentally alter the job?  If so, the function is more likely to be essential.

F. What are the consequences of not requiring the incumbent to perform the function? If they are significant, the function is more likely to be essential. 

G. Are there a limited number of employees among whom the performance of the function could be distributed if the incumbent could not perform it?  If so, it is more likely to be essential.

Other details

  • Pay Type Hourly
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  • Carnegie Museums - Advancement & Community Engagement, 4400 Forbes Avenue, Pittsburgh, Pennsylvania, United States of America