Membership Coordinator - Indianapolis, IN

Jamie Simek

The Membership Coordinator at the Eiteljorg Museum is responsible for supporting the museum’s advancement efforts by managing and enhancing the membership and donor programs. This role involves coordinating annual fund solicitations, handling member and donor communications, maintaining accurate donor records, and assisting in the planning and execution of membership activities and events.

The Membership Coordinator will also handle inquiries from members and donors, provide follow-up as necessary, and work closely with the marketing team to schedule mailings and e-blasts. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Membership Coordinator will be responsible for operating within an approved budget, monitoring and reporting on expenses, and maintaining adherence to quarterly membership goals and statistics. Additionally, the role involves collaborating with sales and front-line staff to promote membership sales, evaluating membership benefits, and making recommendations for changes or enhancements.

The ideal candidate will have excellent communication skills and the ability to build and maintain relationships with members, donors, and internal staff. Proficiency in using Raiser’s Edge or Raiser’s Edge NXT required. The Membership Coordinator will also assist with planning and organizing member-only events, trips, receptions, and online events, ensuring a high level of engagement and satisfaction among museum members.

By maintaining accurate records, providing excellent customer service, and supporting the museum’s membership and development activities, the Membership Coordinator will play a crucial role in the Eiteljorg Museum’s efforts to recruit, acquire, and retain members. Starting Salary: $45,000.

Essential Duties and Responsibilities:
• Collaborate with the Director of Development on annual fund solicitations, including direct mail and email campaigns. This includes coordinating with the marketing team to schedule mailings and e-blasts, pulling mailing lists from Raiser’s Edge, and ensuring all necessary materials are available. Emphasize the museum’s commitment to Diversity, Equity, Accessibility, and Inclusion (DEAI) in all communications to engage a diverse audience.
• Ensure the timely mailing of membership and donation acknowledgements, renewal notices, invitations, pledge reminders, membership materials such as membership cards, and other fulfillment materials. Draft accurate and personalized correspondence to document donor support, including gift acknowledgments, pledge confirmations, and tax receipts, highlighting the impact of their contributions on promoting DEAI initiatives.
• Respond to inquiries via email, regular mail, and telephone, providing follow-up as necessary. Update Raiser’s Edge with relevant information to maintain accurate and comprehensive records of member and donor interactions.
• Manage all aspects of donor records, including daily gift entry, membership updates, general record updating, and routine data clean-up. Maintain accurate, up-to-date hard files as necessary, ensuring all records reflect the museum’s commitment to DEAI.
• Operate within an approved budget related to assigned duties and responsibilities, including monitoring and reporting on expenses, preparing and submitting check requests, and gathering vendor quotes. Maintain close adherence to quarterly membership goals and statistics (renewal and acquisition rates, membership category growth, etc.).
• Assist the Director of Development with planning and organizing membership activities to recruit, acquire, and retain members. These activities include exhibition previews, member-only events and programs, trips, members’ receptions, and online events such as Zoom events for members. Collaborate internally and externally with speakers, vendors, and staff, ensuring events are inclusive and accessible to all members.
• Maintain strong relationships with sales and front-line staff, providing training and incentives to promote membership sales. Evaluate membership benefit utilization and effectiveness annually, making recommendations for changes or enhancements to ensure benefits are inclusive and reflective of the museum's DEAI values.
• Work with the marketing department to evaluate and maintain the accuracy and effectiveness of membership, general donations, and development events on the museum website.
• Provide lists and reports from the database for the Development department and other departments as needed.
• Fulfill internal and external requests (with approval from the Director of Development) for mailing lists from the database, ensuring data is used responsibly and ethically.
• Assist with other museum special events and activities as identified by the supervisor. Ensure that all events are planned and executed with a focus on inclusivity and accessibility, supporting the museum's DEAI mission.

Required Skills, Competencies, and Qualities:

• Excellent communication skills and strong organizational skills
• Proficiency with Raiser’s Edge or similar donor management software, including data entry, report generation, and list management.
• Dedication to providing exceptional service and support to members and donors, ensuring a positive and engaging experience.
• Skills in planning, organizing, and executing events, ensuring they are inclusive, accessible, and aligned with the museum's DEAI principles.
• Demonstrated commitment to Diversity, Equity, Accessibility, and Inclusion, ensuring all membership activities and communications reflect these values.
• Ability to work effectively with a diverse range of internal and external stakeholders, including staff, volunteers, vendors, and community partners.
• Ability to evaluate and improve program effectiveness and commitment to DEAI principles

Qualifications and Work Experience Requirements:

• Bachelor’s degree in Nonprofit Management, Business Administration, Marketing, Communications, or a related field. Equivalent work experience may be considered in lieu of a degree. (preferred)
• Minimum of 2 years of experience in membership coordination, donor relations, fundraising, or a related field, preferably within a nonprofit or cultural institution.
• Proficiency in using Raiser’s Edge or Raiser’s Edge NXT required.
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and basic knowledge of database management.
• Exceptional written and verbal communication skills, with the ability to draft professional correspondence and interact effectively with a diverse range of stakeholders.
• Strong organizational skills with a keen attention to detail and the ability to manage multiple tasks and deadlines effectively.
• Proven ability to provide excellent customer service, with a focus on engaging and retaining members and donors.

Physical Demands: The Membership Coordinator role primarily involves working in an office environment within the museum, requiring the ability to sit, stand, and walk for extended periods, often moving between different areas. The position necessitates regular use of hands and fingers for handling objects, tools, or controls, particularly when using a computer or managing physical membership materials. Adequate vision and hearing are essential for tasks such as reading documents, using a computer, and communicating effectively with colleagues and members. Occasionally, the role may require lifting and carrying objects, such as membership materials, event supplies, or office equipment, weighing up to 25 pounds. The job also involves frequent repetitive motions, such as typing and using a computer mouse.

While most work is performed in a typical office setting with controlled climate and standard office lighting, some duties may take place in various indoor and outdoor event settings, requiring adaptability to different environments and weather conditions. The noise level is usually moderate but may occasionally be higher during events. The role involves regular interaction with staff, members, donors, and the public, necessitating excellent interpersonal and communication skills. Although the position generally follows a standard workweek, flexibility is required to accommodate events, meetings, and other activities that may occur outside of regular business hours, including evenings and weekends.

To Apply: Please submit a cover letter and résumé to personnel@eiteljorg.com.

Please note that a job offer will be contingent on the completion of a successful background check.