550 Winslow Way East | Bainbridge Island Museum of Art | Bainbridge Island, WA 98110

DEVELOPMENT ADMINISTRATIVE COORDINATOR

DEPARTMENT: Development

IMMEDIATE SUPERVISOR: Development Director

STATUS: Hourly, $22 - $27/hr Part-time, Non-Exempt  

HOURS: 32 hours, with weekend and evening availability as needed.

The Bainbridge Island Museum of Art is a non-profit art museum that strongly believes in our mission to inspire curiosity, wonder, and understanding by connecting people with the contemporary arts and craft of the Puget Sound region. BIMA is dedicated to inclusivity, filling our spaces with diverse employees, guests, and artists. We strive to ensure all voices are heard, valued, and welcomed into our space regardless of their race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. These are all elements that play into an individual’s uniqueness, and here at BIMA, uniqueness is celebrated.

The Development Administrative Coordinator reports to the Development Director. This position is a part time, 4 day a week administrative coordinator position with emphasis on database work in Salesforce, a foundational understanding of data and databases including experience with data entry, data cleansing, and report building. 

This role also plays a key annual role in our BASH! fundraising event committee in the non-art procurement realm and will act as the group’s primary coordinator and tracker of procurement of 60+ items, along with a variety of BASH! Development activities communications from Table Host planning and Ticket Sales to Thank Yous and other duties as assigned. 

DUTIES & RESPONSIBILITIES:

• Manage the integrity of the organizational database (Salesforce), which includes data hygiene tasks such as data entry, maintaining the quality of all data, regularly cleansing, purging, and de-duplicating the data.
• Process Memberships and Donations (including Grants, Major Gifts, Sponsorships, etc.) on a weekly basis.
• Entering data, pre and post, for any major fundraising initiative or membership event.
• Upload annual auction data to Salesforce post-event.
• Work closely with the Finance Team and Development Manager on a monthly reconciliation between Salesforce and Financial Accounting systems.
• As necessary, provide support to team members for basic Salesforce onboarding or during migration.
• Manage the BIMA Grant Tracker and perform regular communications to keep the leadership team on track for reporting and outreach.
• Coordinate dissemination of Sponsorship packets, invoices and correspondence on an ongoing basis. Work with the BIMA Marketing team on Sponsorship recognition elements and keeping the Funder tracker up to date.
• Annually help with the BASH! Non-art Procurement and other BASH duties along with the Membership Manager as well as support where needed on elements from Table Host planning and Ticket Sales communications to running reports on donations and tracking table sales.
• Occasionally assist at Development and Museum events as may be required.
• Other duties as assigned.

CANDIDATE QUALIFICATIONS:

• A Bachelor’s degree and one (1) year of experience in database administration; OR 
• Equivalent education/ experience and two (2) years of database administration experience; OR
• Two (2) or more years of database management experience and membership/ donor/ fundraising experience.
• Proficiency with CRM databases (preferably Salesforce).
• Experience with data hygiene practices, including cleansing, purging, and de-duplicating.
• Ability to learn complex data management systems and procedures.
• Ability to adapt quickly, pivot strategies, and learn new technologies as needed. 
• Excellent written and verbal communication skills, including computer skills. 
• Proficiency with Microsoft Office Suite.
• Demonstrated familiarity with analyzing data, including report and dashboard building and understanding of datasets and key performance indicators.
• Exceptional communication skills, both written and verbal, with ability to communicate to a wide audience of individuals with different data literacy levels. 
• Proven ability to work professionally, collegially and effectively with donors or other constituents, colleagues and the general public.
• Ability to work in a fast-paced and complicated environment, including setting priorities and meeting deadlines.
• Ability to walk frequently, stand for extended periods, climb, push, lift (up to 30 lbs), stoop, carry equipment and materials.
• Ability to work flexible and variable hours, including some evenings and weekends depending on Development Event needs.
• Represent BIMA to the public and all stakeholders in a positive and professional manner, providing outstanding service to all clients.
• Availability to work major BIMA events as needed, especially BIMA’s annual fundraiser [BIMA Bash! Auction], member parties, and other special events. 
• Commitment to diversity, equity, inclusion and accessibility. 

COMPENSATION, SCHEDULE, & BENEFITS:

• Compensation: $22 - $27/ per hour
• Part-time position 32 hours per week, with weekend and evening availability as needed.
• Employee Assistance Program 
• Sick Leave as outlined in the employee handbook
• Ability to contribute to a 403(b)-retirement fund with matching employer contributions, if qualified.
• Patron Level membership to BIMA
• Employee Discounts at the Museum & Bistro 
• A travel stipend is offered to those that live off of Bainbridge Island

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.