JOB TITLE: Membership Database Administrator

STATUS: Full-Time (40/hrs/week)

EXEMPT (Y/N): N

DEPARTMENT: Savoy SUPERVISOR: Director of Development

Position Summary

The Membership Database Administrator is responsible for the day-to-day administration and maintenance of the

Museum's membership database, ensuring the accuracy, integrity, and confidentiality of member records. This

position supports membership acquisition, renewals, retention, reporting, and member communications through

effective database management and administrative support.

Working closely with the Director of Development, the Membership Database Administrator processes

memberships, prepares reports, coordinates member communications, and assists with membership-related

events and activities that enhance the member experience and support the Museum's mission to connect people to

the cultural diversity of the automobile.

Essential Duties and Responsibilities

Membership Database Administration

 Maintain accurate and complete membership records within the Blackbaud Altru database or other

membership management software.

 Process new memberships, renewals, upgrades, gift memberships, and membership payments in a timely and

accurate manner.

 Update member demographic information, communication preferences, household records, and membership

status.

 Ensure the integrity, consistency, and accuracy of membership data through routine audits and quality control

procedures.

 Generate recurring and ad hoc reports related to membership sales, renewals, retention, revenue, attendance,

and member activity.

 Maintain mailing lists, publication lists, email distribution lists, and membership reports.

 Prepare membership acknowledgments, renewal notices, tax receipts, and other member correspondence in

accordance with IRS requirements and Museum procedures.

 Monitor membership expiration dates and coordinate renewal communications.

 Maintain electronic and paper membership files in accordance with organizational record retention practices.

Membership Operations

 Serve as a primary point of contact for membership inquiries received by phone, email, or in person.

 Provide courteous and professional customer service while resolving routine membership questions and

issues.

 Coordinate with Guest Services to ensure accurate member benefits and admissions information.

 Assist in implementing membership campaigns by preparing mailing lists, reports, and administrative

materials.

 Process membership-related invoices, deposits, and supporting documentation.

 Track membership revenue and prepare reports for the Director of Development.

Communications Support

 Assist with preparing membership emails, newsletters, renewal reminders, and other member

communications.

 Update website membership information as assigned.

 Support social media and digital communications related to membership promotions under the direction of the

Director of Development.

Member Events

 Assist with planning and coordinating member appreciation events, exhibition openings, special tours, and

other membership activities.

 Attend membership events as needed to assist with registration, check-in, member hospitality, and event

support.

 Coordinate event attendance lists and maintain accurate participation records within the membership

database.

Administrative Support

 Maintain office supplies and materials related to membership operations.

 Assist with volunteer or intern assignments supporting membership functions.

 Cross-train with other departments to support member services as needed.

 Perform other related duties as assigned.

Core Competencies

 Attention to Detail

 Organization

 Customer Service

 Database Management

 Data Accuracy

 Confidentiality

 Written Communication

 Verbal Communication

 Time Management

 Problem Solving

 Initiative

 Teamwork

 Adaptability

 Professionalism

Knowledge, Skills, and Abilities – Required

 Strong database management and data entry skills with exceptional attention to detail.

 Ability to maintain confidential information with discretion.

 Excellent organizational and time management skills.

 Strong written and verbal communication skills.

 Ability to prioritize multiple projects while meeting deadlines.

 Proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Word.

 Ability to learn and effectively utilize membership management software.

 Strong customer service and interpersonal skills.

Knowledge, Skills, and Abilities – Preferred

 Experience using Blackbaud Altru, Raiser's Edge, Tessitura, or similar CRM/database software.

 Experience working in a nonprofit, museum, membership organization, or association.

 Experience with bulk mail processes and member communications.

 Basic knowledge of fundraising and donor stewardship principles.

 Interest in museums, education, history, or automobiles.

Qualifications

 Bachelor's degree in Business Administration, Communications, Marketing, Nonprofit Management,

Information Systems, or a related field preferred.

 Equivalent combination of education and relevant experience may be considered.

 Minimum of two (2) years of experience administering a membership, customer relationship management

(CRM), donor, or similar database.

 Experience with membership processing, reporting, customer service, or administrative support preferred.

Physical Requirements

 Sit for extended periods while performing computer work.

 Frequently use hands and fingers for keyboarding and data entry.

 Occasionally stand, walk, bend, reach, and stoop.

 Occasionally lift and carry up to 25 pounds.

 Communicate effectively in person, by telephone, and electronically.

 Occasionally travel locally to support membership events.

Work Environment

 Primarily performed in a professional office environment.

 Standard work schedule is generally Monday through Friday during normal business hours.

 Occasional evening and weekend work is required to support member programs and Museum events.

 Occasional local travel may be required.

Supervisory Responsibilities

 No direct supervisory responsibility; may provide guidance to volunteers and interns assisting with membership activities.

To apply, email Karen Mahoney at kmahoney@savoymuseum.org