Institutional Advancement Associate | EcoTarium

Institutional Advancement Associate

Institutional Advancement
Effective Date: 
Reports to: 
Director of Institutional Advancement
Position Summary: 

The EcoTarium, a Museum of Science and Nature, seeks an organized and experienced professional to support all functions of the Institutional Advancement Team, which includes Membership, Development, and Marketing. The Institutional Advancement Associate will oversee and maintain the organization’s database used for donor records, fundraising events, marketing efforts, and membership management. This position is the driving force behind member communications and membership sales at the museum.

  • Bachelor’s degree or equivalent related experience required 
  • 3-5 years of experience in the development field preferred
  • Demonstrated ability to apply the principles, methods and practices of the development profession in a nonprofit setting
  • Experience working with fundraising databases, preferably Altru or Raiser’s Edge
  • Strong organizational, writing, and communication skills
  • Able to work well independently or in a team environment, prioritize multiple tasks
  • Availability to work occasional flexible hours including evenings and weekends
  • Maintain the accuracy and consistency of member and donor information in a database, as well as other electronic and paper files. This includes individual data, contact notes, correspondence, and other actions. Maintain and safeguard some confidential data
  • Generate renewal letters and membership cards, produce materials and maintain supplies as needed
  • Assist the Guest Services Team in troubleshooting and fielding inquiries about membership
  • Work with the Guest Services Team to assist in selling and promoting membership to individuals and institutions
  • Record all gifts in the organization’s database
  • Write and produce donor acknowledgments and pledge reminders
  • Proactively manage information at and from employee-giving and matching-gift programs
  • Produce and ensure accuracy of regular reports on members and donors for use in management decision-making, reconciling financial records, producing the organization’s Annual Report and other external reporting
  • Maintain the institution’s hard-copy records pertaining to development and membership
  • Field requests for donations of admissions passes and oversee process for fulfilling and declining requests and work with the museum’s volunteer team to fulfill those requests if appropriate
  • Assist with the planning and implementation of some special events, including managing raffles and supporting auctions
  • Produce custom gift certificates and complimentary tickets when needed
  • Working with Institutional Advancement Team, identify appropriate audiences for marketing pieces, fundraising appeals, and event invitations; generate mailing lists accordingly
  • Act as the primary contact with mail house vendor and coordinate mailing process
Non-Essential Functions: 

Other duties as assigned


Please send a cover letter, along with your resume, and names of three professional references to:  

Human Resources, Attention: Institutional Advancement Associate Search, EcoTarium, 222 Harrington Way, Worcester, MA 01604

Or email: with “Institutional Advancement Associate” in the subject line

Application Review – Immediate until filled