Job Title:Office Administrator
Supervisor: Director of Development
Status: Full-Time, Exempt
________________________________________
Position Overview
The Office Administrator keeps the Maltz Museum’s operations running smoothly. The ideal candidate excels at delivering outstanding customer service, building positive relationships, and must be comfortable working with people from diverse backgrounds and cultures. You are a naturally analytical person and skilled organizer, who brings enthusiasm and efficiency to your work. With a can-do attitude and professional outlook, you ensure the museum's office and development team function seamlessly.
________________________________________
Key Responsibilities
Database Management and Maintenance
- Maintain and update the organization’s database, Altru (a Blackbaud product), or demonstrate a willingness and capacity to learn it.
- Enter and update contact and constituent records with precision.
- Serve as the go-to expert for running queries and creating lists for digital and print mailings.
Development Department Support
- Respond promptly to requests for information and support from the development team.
- Manage the processing of gifts, pledges, and memberships, ensuring compliance with museum policies.
- Orchestrate gift acknowledgements with the Director of Development.
- Manage membership tasks, including data entry, issuing membership cards, fulfilling incentives, coordinating renewals, and generating related reports.
Office Organization and Coordination
- Provide excellent customer service to individuals at all organizational levels and from diverse backgrounds.
- Answer phones and serve as the first point of contact for visitors and guests.
- Take reservations for programs, events, and admissions.
- Update internal and external calendars with key event dates.
- Schedule appointments and meetings as needed.
- Collect and distribute mail, maintain digital filing systems, and ensure office supplies are stocked.
- Coordinate with vendors to maintain office equipment, including copiers, printers, and postage machines.
Meeting Setup and Breakdown
- Establish and implement procedures for preparing virtual and in-person meetings.
- Set up water, coffee, and snacks or meals as required.
- Ensure all materials, audio-visual equipment, and food arrangements are prepared and cleaned up promptly.
Other duties may be assigned.
________________________________________
Qualifications
- Minimum of three years of experience in a busy office or nonprofit environment.
- Exceptional writing and interpersonal communication skills with a friendly, cheerful demeanor.
- Strong project management abilities and critical thinking skills.
- Meticulous and initiative-taking with excellent organizational skills.
- Proficiency in Microsoft Word and Excel; ability to learn new database software.
- Experience with Altru database software (preferred).
________________________________________
Work Schedule
- Monday through Friday.
________________________________________
Compensation
- $40,000 annually, medical and vision insurance plans, 403(b) retirement plan, paid sick and vacation time, and fifteen paid holidays.
________________________________________
To Apply:
Please submit your resume and cover letter to:
Human Resources
Maltz Museum
2929 Richmond Rd., Beachwood, Ohio 44122
Via email: hr@mmjh.org
Note: No phone calls, please.
The Maltz Museum provides equal employment opportunity (EEO) to all applicants without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, disability, political affiliation or other legally protected status.
