The Role
Support membership, donor relations, and fundraising operations by maintaining CRM records, processing gifts and memberships, producing communications, assisting with events and grant materials, and providing administrative and customer service support.
Summary Generated by Built In
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 lists 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.
- 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.
- Coordinate the production of donor-related communications including acknowledgment letters and annual appeals.
- Assist with donor cultivation and stewardship efforts, including data entry, communications, and event support.
- Monitor and update donor records and prepare briefing materials for meetings, events, and cultivation activities.
- Provide logistical and administrative support for fundraising campaigns and events.
- Assist with the preparation of grant applications and reports by gathering data, compiling supporting materials, and ensuring accurate documentation.
- 1–2 years of experience with CRM systems required; 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.
About The Frick Pittsburgh:
Located on the estate of 19th-century industrialist Henry Clay Frick, The Frick Pittsburgh offers authentic experiences with art, history and nature that inspire and delight. Visitors of all ages and backgrounds are warmly welcomed to explore The Frick Art Museum, offering world-class collections of European art and Chinese porcelain alongside an active schedule of temporary exhibitions; Clayton, the Frick family’s French château-style mansion (remodeled by architect Frederick J. Osterling in the 1890s); the Car and Carriage Museum; and a large working greenhouse designed by architects Alden & Harlow—all nestled on ten acres of beautifully landscaped lawns and gardens in Pittsburgh’s East End. Amenities include an Education Center, the Frick children’s playhouse (also designed by Alden & Harlow), The Café at the Frick, and the Grable Visitor Center, which houses the Frick Museum Store. Information about The Frick Pittsburgh is available online at TheFrickPittsburgh.org.
The Frick Pittsburgh is an Equal Opportunity Employer that is committed to fostering a workplace culture of accessibility, inclusion, diversity, and racial equality, and urges ALL qualified diverse applicants to apply.
Skills Required
- 1-2 years of experience with CRM systems
- Tessitura experience
- Strong commitment to fostering a workplace culture of inclusion and belonging
- Previous experience in nonprofit membership or development
- 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
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The Company
What We Do
The Frick Pittsburgh is a complex of museums and historical buildings located on an estate in Pittsburgh, Pennsylvania, formed around the collections of Helen Clay Frick. It features museums, historical buildings, gardens, and offers tours and exhibitions related to art and history.
