Advancement Associate
Pittsburgh, PA
Full Time
Mid Level
Advancement Associate
Job Summary:
As part of a highly collaborative Advancement & Engagement team, the Advancement Associate supports the museum’s mission and values by providing essential support for membership, donor relations, and fundraising efforts. This role offers significant opportunities for professional growth and development while contributing to a dynamic and supportive team culture. Responsibilities include accurate and timely completion of administrative and customer service duties, including data entry, responsive membership service, and general development support, ensuring smooth day-to-day operations and positive experiences for members and donors. This position fuels all department efforts and requires consistency, attention to detail, and passion for creating efficiency and continuous improvement within systems.
Hours: Monday – Friday, 9:00-5:00, hybrid options, some evening and weekend work
Reports to: Membership Manager
Status: Full-time, Exempt with benefits
Salary Range: $38,445-$48,056 based on experience
Essential Responsibilities:
Data Entry & Administrative Support (50%)
- Enter and maintain accurate gift, membership, and donor records in the Customer Relationship Management (CRM) system.
- Process all donations and membership sales. Work closely with the Finance Department to complete the reconciliation process.
- Serve as the lead for Advancement & Engagement’s use of the organization’s CRM system, ensuring accuracy, efficiency, and consistency in data entry and reporting.
- Collaborate closely with colleagues across departments to establish and uphold standardized data practices, streamline processes, and ensure accurate transmission of information between systems.
- With guidance from the A&E Team, create database queries and reports to directly support fundraising and membership strategy.
- Maintain digital and physical records in accordance with departmental standards.
- Keep procedural documentation up to date to ensure data hygiene and proper usage of the CRM from staff.
- Support the creation and management of promotional codes and dedicated web pages for memberships and donations, and ensure all promotions are accurately tracked and reflected in the CRM system.
- Monitor and order department supplies as needed.
- Serve as a point of contact for members via phone and email, providing excellent customer service and follow-through.
- Coordinate the production of membership-related communications including membership fulfillment packages, renewal notifications, and acquisition campaigns.
- Support membership sales and engagement programs including staffing membership events.
- Contribute to the planning and execution of membership mailings, events, and communications.
- Assist with posting and updating member events on the museum’s website to ensure accurate information and a smooth registration experience.
- Assist with donor cultivation and stewardship efforts, including data entry, communications, and event support.
- Provide logistical and administrative support for fundraising campaigns and events.
- Coordinate the production of donor-related communications including acknowledgment letters, annual appeals, and cultivation efforts.
- 1–2 years of experience with CRM systems required; Raiser’s Edge and/or Tessitura experience preferred.
- Strong commitment to fostering a workplace culture of inclusion and belonging.
- Previous experience in nonprofit membership or development preferred.
- Proficiency in Microsoft Office and comfort with learning new technology platforms.
- Excellent organizational skills with strong attention to detail.
- Strong written communication skills with ability to draft and edit correspondence.
- Strong customer service skills and ability to interact positively with members, donors, and colleagues.
- Ability to manage confidential information with discretion.
- Certificate, degree, or equivalent work experience in a related field preferred.
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