Program Associate, Membership Operations, Friends of the Smithsonian, Office of Advancement

Come join a team of dedicated staff at an exceptional time in Smithsonian history, as the Institution implements a new comprehensive strategic plan and expands the programming, educational, and scholarly activity of its museums and research centers.

Following a successful national campaign, the Smithsonian has built a model fundraising organization, one that will meet the growing needs of this unique organization and offer excellent professional opportunities. This position offers exciting opportunities for the successful candidate to make a significant impact on the future of the Smithsonian.

The Smithsonian Office of Advancement seeks experienced and creative candidates to fill two Program Associate, Operations positions.  These positions are in the Friends of the Smithsonian membership department and provide technical and administrative support of membership operations. The Program Associate will be responsible for working across the membership department to support back-end operations and overall success of the Friends of the Smithsonian.  Duties include the following:

Member Services.  Incumbent is the daily liaison to vendors providing caging, data entry and acknowledgment services; and inbound telephone support.  The incumbent works with the vendors to manage the process, resolve questions and problems, and serve as an escalation contact for member concerns.  The incumbent manages basic/standard requests like replacement membership cards or magazines.  Additionally, the incumbent will manage requests and comments that require some research in our membership databases and/or those that require we compose a written response.

Financial Operations.  Incumbent supports the program in all aspects of financial operations, including purchasing, recording revenue on a daily basis, invoice processing and tracking, corporate matching gift processing, inter-departmental transfers, and the development of revenue and expense summaries.  On a monthly basis, the incumbent assists in performing reconciliations between financial systems. The incumbent supports contract bids.

Office Support. Incumbent will support the operation of the through the management of staff travel, electronic and physical file management and general office administration.  Performs other related duties as assigned.

Additionally, the incumbent assists in the development and implementation of processes, projects, reports, fundraising and stewardship campaigns, events, correspondence, and collateral materials, as needed.  The incumbent assists with member engagement and supports all events hosted by the membership program.

The successful candidate will have a minimum of three years relevant experience, including member services, financial operations, and office administration.  Other required skills include the ability to successfully manage multiple deadlines, the initiative to work both independently and as part of a team, strong writing abilities and exceptional attention to detail. Knowledge of ERP Financials, CONCUR Travel & Expense management system, and/or Ellucian or another complex membership database is preferred but not required.

The Office of Advancement oversees and guides the fundraising efforts of the entire Smithsonian and is home to the central development organization for the Institution.  In addition to raising significant support for a variety of Smithsonian initiatives, the Office of Advancement provides support services to development offices across the Institution.  The office engages with staff throughout the Smithsonian in accomplishing their goals.

The Smithsonian Institution is a unique complex of 19 museums and galleries, the National Zoological Park, and nine research centers.  The Smithsonian is a national and world treasure and is dedicated to its founding mission, “the increase and diffusion of knowledge.”  Its exhibitions, programs, collections, and outreach touch the lives of millions of Americans every year, as well as many who visit us from abroad.

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