The United States Holocaust Memorial Museum is looking for an innovative and passionate individual to join our team and inspire citizens and leaders worldwide to confront hatred, prevent genocide, and promote human dignity. Responsible for raising funds from the private sector to support the Museum’s programs and operations, the Development Office is currently seeking a Development Coordinator.
The Development Coordinator performs administrative and operational support while promoting a productive and professional environment for these units in the Office of Development: International Travel Programs/Speakers Bureau, Donor Relations, and Corporate and Foundation Relations. The incumbent serves as a liaison for conveying and receiving information and is responsible for managing and maintaining office records and supervisor’s files. The incumbent coordinates, expedites and provides assistance on a variety of administrative matters, operations, controls, and systems.
This is a full-time donated position (non-Federal) paid with the Museum’s private funds. Salary is commensurate with experience.
Duties and Responsibilities
Corporate and Foundation Relations
Primary responsibilities include: Administrative management of Corporate Partners (recognition and benefits program), pipeline management and reporting; preparation for Director’s travel; drafting and document compilation for grant applications; general administrative tasks and project management as assigned.
Specific duties include:
- Assists Director with all office management duties, including office performance reporting, proposal deadline calendar management, coordination and organization of scheduling and materials for multiple-party meetings and corporate visits with Greets/Tours and other Museum units.
- Manages administrative duties of the Corporate Partners program including record keeping, logo inclusion coordination for anchor events and other collateral, benefits tracking, and communication updates (email and hard mail).
- Assists with travel preparations for Director including flight search, collection/packaging of materials prior to work travel; collects receipts and creates vouchers upon Director’s return.
- Drafts select grant applications submissions as assigned by Director.
- Handles room reservation/multiple-party meeting scheduling and planning on periodic basis; corporate and foundation site visit organization and planning; front office representation and greeting foundation/corporate representations in the absence of Director.
- Processes unit reimbursements and handles other financial matters as needed.
Primary responsibilities include: Stewardship projects, event planning assistance, implementing donor recognition programs for Founders, donor wall engraving process, the annual report and support for the National Days of Remembrance activities.
Specific duties include:
- Offers key administrative support for committee meetings, a variety of stewardship projects, and fundraising initiatives.
- Maintains calendar, confirming individual appointments and committee meetings, and arranging conference calls, based on personal knowledge of the workload and current issues of importance.
- Prepares supporting materials for supervisor’s meetings with the Museum Director and the Chief Development Officer in addition to other staff, consultants, and committee members as needed.
- Interaction with committee management, including coordinating logistics, compilation and dissemination of reports, data maintenance, and updates.
- Manage and track activities for projects and programs, including deadlines and project status.
- Responsible for detailed proofing of documents, reports and data related to correspondence, donor recognition/benefits, and CRM database information.
- Prepare documents and files necessary for accurate mail merge projects and mailings.
- Receives and screens calls and visitors to the office and takes appropriate action. Refers those calls not requiring the supervisor’s attention to appropriate staff or department.
International Travel Programs/VIP Speakers
Primary responsibilities include: Assisting Director with budget and finance tracking and reimbursement, recordkeeping, working with international vendors and key partners, speaker inventory and tracking database, speaker reimbursement, speaker handling (on occasion), administrative tasks as required, and special projects as needed.
Specific duties include:
- Coordination with the Museum’s Office of Finance regarding purchase orders, wire transfers, entering vendors in the system (domestic and international); creating and processing requisitions, processing trip registration/vendor payments/donor gifts and payments, tracking the Director’s extensive expenses.
- Using a customized Smartsheet database to track events, budgets, incoming receivables, expenditures, accounting strings, receipts/expenses, speaker files and other tracking needs, recognizing that confidentiality of data is tantamount.
- FedEx shipments both domestic and international.
- Handling speakers at events when the Director is unavailable.
- Work with Director to create and maintain SmartSheet database for VIP Speakers.
- Bachelor’s degree
- At least 2 years of administrative support experience in a complex, preferably large organization (200+ staff)
- Experience in supporting multiple management staff in an administrative role
- Ability to work independently, take initiative, multi-task, and be a self-starter
- Ability to work in a fast-paced, intense environment, where effective time management is essential
- Excellent attention to detail and ability to communicate effectively with supervisors, other colleagues, and donors/prospects
- Superior computer skills—Constituent Relationship Management (CRM), SmartSheet, Google Suite, MS Office (including strong, proven skills in Excel, Word and PowerPoint)
- Proven problem-solving and critical thinking skills
How to Apply
Interested applicants should send their resume and cover letter to email@example.com. Please include both your resume and cover letter in a single PDF or Word document titled “First Name Last Name”. Salary history may be required during the interview process.
For more information about the US Holocaust Memorial Museum, please visit www.ushmm.org. The US Holocaust Memorial Museum is an Equal Employment Opportunity Employer. This position is open to all qualified individuals. If you are not a US citizen, you must possess sufficient legal documentation and permission to work in the United States (and provide if requested).