The primary function of the position is to provide administrative support to all aspects of the museum’s Development Department. The Development Assistanthas responsibility for processing of data within the AAM’s membership database as well as facilitating member correspondence, including membership renewal and acknowledgment letters. They also assist in planning, implementing, and staffing museum special events such as annual benefits, exhibition openings, public programs, and other events as they arise.
Essential Duties and Responsibilities
· Perform AAM revenue processing and related functions including, but not limited to:
o Processing membership, donor, Board of Trustee, and National Council data
o Producing and mailing acknowledgment letters
o Producing and mailing membership renewal letters
o Producing and mailing invoices and reminders
o Routine donor database maintenance and management
o Report processing
o Events registration
o Workshop registration
· Process all contribution, event, and program payments
· Maintain and update Board and National Council contact information and annual Contact Book
· Maintain a high level of donor confidentiality
· Assist in receptions, meetings, and special events including, but not limited to:
o Staffing events
o Event set-up and strike
o Event-related data processing
Knowledge, Skills, and Abilities
· Knowledge of AAM and department policies and procedures.
· Independent judgment is required to plan, prioritize, and organize a diversified workload; recommend changes in event practices or procedures.
· Dependability, flexibility, and adaptability in a dynamic event-driven environment with a demanding event execution schedule.
· Computer skills to complete forms and paperwork and to use email.
· Ability to read, understand, and complete written and verbal requests and work assignments.
· Ability to communicate orally and in writing.
· Ability to provide excellent customer service and conflict resolution skills.
· Ability to communicate effectively with individuals of varying social and cultural backgrounds.
· Ability to work independently as well as an integral part of the team.
· Ability to understand and follow standard operating procedures.
· Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
· Physically, mentally, and emotionally able to perform high-level volume in a fast-pace environment while remaining flexible to ever-changing event particulars.
· Must be able to remain calm in stressful situations and help resolve complaints with tact and courtesy.
· Knowledge of security operations, safety practices in a business environment, and enforcement procedures.
· Ability to anticipate, intervene, and prevent potentially harmful circumstances to artwork.
· Ability to read and interpret documents such as safety rules, product information manuals, and instructions.
· Attention to detail and the ability to stay alert.
· Ability to work on your feet for up to four to eight hours at a time during events.
· Ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
· Ability to work evenings, weekends, and some holidays.
Mental and Physical Abilities
The ability to work extended hours during a mentally and physically demanding events schedule while remaining flexible, calm, positive, and professional.
The ability to lift over thirty to fifty pounds and be on your feet for at least four to eight hours or more continuously.
Ability to sit at a computer station for at least four to eight hours or more continuously.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with and resolve problems while remaining flexible.
Effective interpersonal skills, including the ability to work positively with colleagues, artists, the public, Board of Trustees, donors, and volunteers.
Required to sit and or stand for long periods; use hands and arms to enter data on a computer keyboard, reach, hold, lift, and move objects; talk and hear to effectively serve patrons; and to lift and carry heavy service trays and other items.
May occasionally be required to climb or balance, stoop, kneel, crouch, or crawl, and to lift and move between thirty to fifty pounds without assistance.
Work is mostly indoors but will also require outdoor exposure when the Café glass curtain is open to the Sculpture Garden and while assisting with off-site events.
Appropriate staff dress is required at all times.
Hours and Work Schedule
This is a salaried position requiring availability for weekend, day, evening, and holiday shifts. The Development Assistant position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day.
· Bachelor’s degree from an accredited college or university.
· Strong interpersonal and collaboration skills.
· Rigorous attention to detail and accuracy.
· Excellent written and verbal communication skills.
· Extensive experience working with databases, standard computer applications and programs, Raiser’s Edge experience helpful.
· Ability to independently coordinate many current and long-range projects simultaneously.
· Ability to take initiative and prioritize tasks; excellent time-management, problem-prevention, and problem-solving skills.
· In-depth knowledge and enthusiasm for contemporary visual art, artists, museums, and exhibitions a plus.
· Comfortable working in a fast-paced, team-oriented, open environment.
The Aspen Art Museum is a non-collecting institution presenting the newest, most important evolutions in international contemporary art. Our innovative and timely exhibitions, education and public programs, immersive activities, and community happenings actively engage audiences in thought-provoking experiences of art, culture, and society.