Philanthropy Administrator

Position Summary:

The Philanthropy Administrator supports the Portland Museum of Art's (PMA) mission and strategic goals by managing key administrative and operational tasks within the Philanthropy department. This role focuses on donor stewardship, prospect research, and ensuring smooth departmental processes to meet fundraising and relationship-building priorities.

Job Functions:

• Administrative and Financial Support
  • Manages calendars, coordinates committees, and maintains documentation.
  • Administers travel logistics, itineraries, and accommodations.
  • Tracks and allocates expenditures, assists with budget management.
  • Maintains administrative resources, forms, and equipment.
  • Initiates internal business forms for Philanthropy team operational functions.
  • Drafts, edits, and distributes meeting minutes, reports, and other communications.
  • Provides administrative support for campaigns and strategic initiatives and generates regular progress reports for the Head of Philanthropy and executive leadership team.
  • Coordinates with colleagues to ensure accurate gift coding and timely reconciliation of restricted funds. Develops stewardship reports based on restricted-fund activity.
• Philanthropy Support
  • Reviews and verifies donor credit lines in publications, signage, and other materials, confirming names and recognition levels match donor records and preferences.
  • Leads preparation of stewardship reports for major funded exhibitions, programs, and events, and contributes to the annual impact report.
  • Researches individuals, corporations, and foundations using prospect research databases and public records and prepares comprehensive briefings for fundraising staff.
  • Prepares timely and accurate renewal notices for leadership-level donors.
  • Prepares personalized acknowledgment letters for leadership-level gifts and manages the acknowledgment process to meet a 48-hour turnaround standard.
  • Works with colleagues across departments to move philanthropy projects, including cases for support, event invitations, and mailings, from draft to delivery on time and on budget. Acts as a primary contact for internal and external inquiries.
• Data Operations and Reporting
  • Promptly and accurately records donor interactions and contact reports from gift officers and leadership in the donor database.
  • Updates and maintains accurate donor data in the database, extracts queries and lists for analysis, and develops dashboards and reports to support gift documentation systems. Monitors pledge payment schedules and works with gift officers to ensure pledges are fulfilled on time.
• Interdepartmental Collaboration
  • Manages guest lists and registration data for philanthropy events.
  • Collaborates on special projects, as needed.

Supervisory Responsibilities:

None.

Qualifications:

• Associate's degree in business administration, finance, or related field.
• 3-5 years of experience in administrative support or finance.
• A combination of related education, certifications, and experience may be considered.
• Experience in financial tracking and budget management, preferred.
• Proficiency in database management and donor relations, preferred.
• Strong communication and coordination skills, preferred.

Skills and Competencies:

• Exceptional organizational and time management skills to handle multiple tasks efficiently.
• Proficient in computers, common software (e.g., Microsoft Office), and role-specific tools.
• Familiarity with prospect research databases.
• Manages large amounts of data accurately and efficiently.
• Maintains confidentiality and discretion in handling sensitive information.
• Strong written and verbal communication skills for documentation and collaboration.
• Capable of developing reports, presentations, and summaries to support decision-making.
• Basic financial awareness to interpret reports and manage budgets.
• Skilled in analyzing data, identifying root causes, and problem-solving.
• Ensures high standards of accuracy and quality in all tasks.
• Demonstrates adaptability, resilience, and a continuous learning mindset.

Standards of Excellence:

• Strives to maintain a friendly and welcome attitude toward all.
• Builds positive relationships through kindness, respect, and attentiveness.
• Respects and is sensitive to diverse cultures, orientations, and perspectives.
• Supports inclusivity by promoting equity and addressing barriers.
• Communicates effectively and professionally.
• Adheres to the PMA brand charter and style guide.
• Delivers exceptional customer service in all visitor areas.
• Works collaboratively to achieve common goals.
• Inspires and motivates others.
• Demonstrates responsibility, reliability, and ethical behavior.
• Always follows safety protocols and procedures.

Other Requirements:

• Successfully pass a background check and any required pre-employment screenings.
• Valid State of Maine Class C driver's license.
• Flexibility to work evenings, weekends, and holidays as needed to support programs and events.
• Occasional regional and national travel to donor meetings, philanthropic initiatives, fundraising events, and professional development.

Working Conditions and Physical Demands:

Work Environment: In-person at PMA or affiliated sites, primarily office-based with event participation.

Physical Demands: Frequent computer use; visual acuity for data management; standing, walking, and light lifting (up to 30 lbs.) for donor events and campaign setups; occasional long hours during major fundraising events.

Exposures: Fluctuating noise levels at events; high-stakes donor interactions; potential outdoor exposure for event coordination.

Flexible Workday Agreements allowing employees to work remotely one day per week may be available to eligible employees consistent with the PMA's Flexible Workday Policy.

Other Duties as Assigned:

This job description outlines the primary duties, responsibilities, and expectations for this role. However, the employer reserves the right to modify or update job functions as needed to meet evolving business needs, with or without notice.

Equal Opportunity Employer:

The PMA is committed to diversity and is an equal opportunity employer. We do not discriminate based on race, color, religion, national origin, age, sex, sexual orientation, disability, veteran status, whistleblower status, familial status, gender identity or expression, genetic information, or any other legally protected characteristic.

In accordance with the Americans with Disabilities Act (ADA) and the Maine Human Rights Act, the PMA provides reasonable accommodations for qualified individuals with disabilities unless doing so would result in undue hardship. This policy covers all employment practices, including the application process. For accommodation requests, please contact the PMA's Human Resources department.

Benefits & Employee Perks

Paid Time Off

• Vacation Leave – 4 weeks annually to start, with accrual increasing based on length of service
• Sick Leave – 10 days annually
• Paid Holidays – 13 paid holidays per year, including a floating holiday

Family & Medical Leave

• Maine Paid Family and Medical Leave (PFML) – Job‑protected, wage‑replacement leave as provided under State of Maine law and program requirements

Health & Insurance Benefits

• Medical insurance with employer cost‑sharing
• Dental and vision insurance options
• Health Reimbursement Account (HRA) for eligible employees
• Medical and Dependent Care Flexible Spending Account (FSA)
• Life insurance
• Long‑term disability coverage, subject to plan terms

Retirement & Financial Benefits

Participation in a 403(b) retirement plan with up to 4% employer match, subject to plan rules and eligibility

Employee Support & Well‑Being

Access to the Employee Assistance Program (EAP), offering confidential support for mental health, work‑life balance, and financial counseling

Work‑Life Balance

Flexible scheduling or alternative work arrangements may be available, based on operational needs and approval

Museum‑Related Employee Perks

• PMA admission and membership privileges
• Access to reciprocal museum admission programs, offering free or discounted admission at participating institutions

Benefits, compensation practices, and employee perks are governed by applicable laws, PMA policies, benefit plan documents, and any relevant collective bargaining agreement. Eligibility, coverage, and availability may vary by position and are subject to change.

Compensation will be determined based on experience, skills, and internal equity.