Institutional Advancement Associate

Position Summary: The EcoTarium, A Museum of Science & Nature, seeks an Institutional Advancement Associate to support all functions of the Institutional Advancement Team, which includes Membership, Development, and Marketing. The position will oversee and maintain the organization’s database used for donor records, fundraising events, marketing efforts and membership management.
Essential Duties

  • Maintain the accuracy and consistency of member, donor, and marketing records in database, as well as other electronic and paper files. Enter individual data, contact notes, correspondence, and actions. Maintain protocols for record keeping. Maintain and safeguard confidential data
  • Generate renewal letters and membership cards, producing materials and maintaining supplies as needed
  • Generate weekly directory of Members
  • Assist Guest Services in troubleshooting and fielding inquiries about Membership
  • Working with the Manager of Membership and Special Events, assist in selling and promoting membership to individuals and institutions
  • Record all gifts in the organization’s Database
  • Write and produce donor acknowledgments and pledge reminders
  • Proactively manage information at and from employee-giving and matching-gift programs
  • Track RSVPs for special events
  • Produce and ensure accuracy of regular reports on members and donors, for use in management decision-making, reconciling financial records, producing the organization’s Annual Report and other external reporting
  • Maintain the institution’s hard-copy records pertaining to Development, Membership and Events
  • Field and vet requests for donations of admissions passes and oversee process for fulfilling and declining requests
  • Assist with the planning and implementation of special events, including managing raffles and supporting auctions
  • Produce custom gift certificates and print complimentary tickets when needed
  • Working with Institutional Advancement team, identify appropriate audiences for marketing pieces, fundraising appeals and event invitations; generate mailing lists accordingly
  • Act as the primary contact with mail house vendor and coordinate mailing process

Non-essential functions

  • Other duties as assigned

  • Bachelor’s degree or equivalent related experience required
  • Demonstrated ability to apply the principles, methods and practices of the development profession in a museum or cultural setting
  • Experience working with fundraising databases, preferably Sage, as well as spreadsheets and word processing is essential
  • Strong organizational, writing and communication skills
  • Able to work well independently or in a team environment, prioritize multiple tasks, and work well under pressure to meet deadlines
  • Availability to work occasional flexible hours including evenings and weekends
  • Must be able to navigate the building and grounds in any weather conditions and access files and materials at varying heights
How To Apply:

Please send a cover letter along with your resume and names of three professional references to: Human Resources,Attention: Institutional Advancement Associate,EcoTarium,222 Harrington Way,Worcester, MA 01604
Or email:

with “Institutional Advancement Associate” in the subject line
Application Review – Immediate until filled.

Apply by:
April 30, 2016