Administrative Coordinator for Development

Fine Arts Museums of San Francisco

The Corporation of Fine Arts Museums (COFAM) is seeking an Administrative Coordinator for Development.

The Fine Arts Museums of San Francisco are comprised of two iconic sites in San Francisco’s beautiful parks - the de Young Museum in Golden Gate Park and the Legion of Honor Museum in Lincoln Park. As the largest public arts institution in the western United States, the Museums house a world-class collection of 151,000 artworks that span more than 5,000 years; present an ambitious schedule of more than 10 exhibitions per year; and welcome 1.5 million visitors in a typical year.

Under the direction of Director and CEO Thomas P. Campbell, the Museums have recently launched a new strategic plan that outlines a bold new vision for the next 4 years and prioritizes Diversity, Inclusion, Equity, and Access (DIEA); our connection to the Bay Area community; and building a foundation for a future capital and endowment campaign. New initiatives include Free Saturdays, which offers free admission and programs to all Bay Area residents, and The de Young Open, a triennial open-call juried exhibition featuring hundreds of local artists.

The Administrative Coordinator position is an exciting and unique opportunity to work closely with the Director of Development and a talented Development team to grow and improve the Museums’ fundraising efforts. The incoming Coordinator will have a tremendous impact on the institution, as they are involved in all aspects of an innovative and growing $30 million fundraising department.

In addition to providing administrative support to the Director of Development, the Administrative Coordinator serves as project manager for department projects, manages the daily operations of the Development office, and routinely performs a variety of complex and confidential tasks.

The ideal candidate is a self-motivated and highly organized individual with excellent communication and customer service skills who can manage many simultaneous projects and deadlines, motivate peers within a collaborative culture, proactively identify ways to improve efficiencies, and thrive in a fast-paced environment.

Responsibilities

Typical Duties and Responsibilities:

  • Provides administrative support to the Director of Development, scheduling meetings and calls with Board members and high level donors, assembling solicitation materials, preparing donor research profiles, managing the Director’s calendar, and drafting correspondence. Proactively anticipates future needs based on the upcoming events, meetings, deadlines, and other activities.

  • Supports the Director of Development in implementing new department strategies that ensure the team is operating at the highest capacity. Within his/her own responsibilities, proactively identifies opportunities to improve efficiency and effectiveness.

  • Serves as project manager for department-wide projects, such as the Annual Donor Wall, the Annual Report, various department printing projects (folders, notecards, etc.), the development team list, and various new initiatives and projects.

  • Performs general administrative duties for the Development department, including but not limited to managing department calendars, answering or making telephone calls, opening and screening mail, handling items that need immediate attention and are often confidential in nature, assisting with events and correspondence.

  • Assists with scheduling department meetings; prepares and distributes meeting materials, including agendas and supporting documentation. May attend meetings and take minutes as requested.

  • Supports the Development Committee meetings, including managing refreshments, coordinating meeting dates, preparing handouts and Powerpoint presentations, taking and distributing minutes.

  • Helps facilitate development-specific onboarding procedures for new development employees. Assists with departmental timecard management for Merit and Union employees.

  • Under direction of Director of Development, coordinates fundraising activities with the Office of the Director including gift acknowledgements, donor updates, and event calendar. Transmits and fulfills instructions regarding donors and trustees of the Museums and other matters, including work of a highly confidential and sensitive nature.

  • Uses Salesforce CRM system to access donor information, enter contact reports for the Director of Development, create research profiles for donors, and maintain accurate records of donor correspondence.

  • Coordinates donor meetings, lunches, and dinners for the Department, as well as staff retreats and gatherings.

  • Develops, maintains, and keeps current a variety of files and records.

  • Coordinates ordering and distribution of department exhibition catalogues, VIP tickets, and office supplies.

Requirements

Minimum Qualifications:

Education: Bachelor’s degree in Art History, Communications, or related field preferred from an accredited college or university.

Work Experience: Minimum of three years of office administration experience.

Skills and Abilities:

  • Self-motivated, highly organized, quick learner, and deadline-driven.

  • Excellent organizational, writing, and communication skills, and a work product that exhibits a high degree of detail and accuracy.

  • Ability to thrive in a fast-paced environment. Time management skills are essential.

  • Project management experience a plus, but not required. Training can be provided.

  • Knowledge of basic business math skills.

  • Knowledge of modern office methods, practices, and procedures.

  • Knowledge of various filing systems and report writing.

  • Exceptional interpersonal skills and customer service orientation.

  • Ability to establish and maintain effective and appropriate working relationships with staff, volunteers, trustees, senior staff, the general public, and outside organizations.

  • Strong follow-through skills and problem-solving skills with an ability to meet deadlines.

  • Ability to analyze, organize, and carry out projects with minimal instruction. Must be able to take the initiative and to make sound work decisions in accordance with rules, regulations, and institutional policies and procedures.

  • Proven record of accomplishment of outstanding administrative skills.

  • Ability to maintain confidentiality, a high level of discretion, and a professional demeanor.

  • Available to work nights and weekends for events or deadlines as needed.

Proficiency in G Suite / Google Workspace (Gmail, Drive, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint). Experience with databases, preferably Salesforce. Ability to work on the computer on a continuous basis.

  • Knowledge of art history and/or the museum industry preferred.

Step 1 of the pay range is $27.80 per hour.

This Union position is full-time, and has a full benefits package including medical, dental, vision and generous vacation, sick, and holiday policy.

How to Apply

Application Deadline: April 19, 2021

COFAM is the Corporation of Fine Arts Museums and is the privately funded non-profit corporation which supports the Fine Arts Museums of San Francisco, a department of the City and County of San Francisco.

COFAM is proud to be an equal opportunity employer and is committed to a policy of nondiscrimination in all phases of employment in accordance with all federal, state, and local laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

The Fine Arts Museums of San Francisco are the city’s largest public arts institutions and comprise the de Young and the Legion of Honor museums. The de Young, designed by Herzog & de Meuron and located in Golden Gate Park, showcases American art from the 17th through the 21st centuries, international contemporary art, textiles and costumes, and art from the Americas, the Pacific, and Africa. The Legion of Honor displays a collection of over 4,000 years of ancient and European art including Auguste Rodin’s The Thinker and houses the Achenbach Foundation for Graphic Arts in a Beaux-Arts style building overlooking Lincoln Park and the Golden Gate Bridge.

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Posted on March 30