Advancement Coordinator

Primary Function: The Advancement Coordinator provides administrative and project management support to the SVP, Deputy Director for Advancement and members of the Advancement team as assigned. 

Job Qualifications 

• 4-year Bachelor’s degree and at least three years administrative and/or fundraising experience supporting senior level management OR associate’s degree and at least five years administrative experience;
• Superior computer skills, including Outlook, Word, Excel, and PowerPoint;
• Excellent writing, spelling, and grammar skills;
• Proficiency in proofreading and ability to edit documents; 
• Flexible, with strong organizational skills;
• Sound judgment and ability to work independently to identify priorities, handle multiple issues simultaneously, and meet deadlines;
• Professional and courteous demeanor and the ability to handle confidential information.

Clearances: Criminal Background-National

Physical Activities to Perform Essential Functions: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving: 

• Approximately 80%+ of time is spent seated while working at a desk. 
• Ability to occasionally transport up to 25 lbs. of files, equipment or supplies. 
• Ability to move to access files, equipment or supplies.

Vision Requirements: This position requires extended time on the computer.

Communication Requirements: 

• Clearly communicate in person, by phone, and by video conference. 
• Communicate with others in conversational and written English. 

Working Conditions:

• Position operates in hybrid work setting comprised of the Barnes’ Philadelphia campus and remote work setting indicated by the employee at their documented home address. 
• Position requires extended time on the computer.

Job Responsibilities:

Administrative Responsibilities (50%)

• Demonstrates highest standards of discretion and trustworthiness in handling sensitive and highly confidential situations, communications and documents;
• Demonstrates a broad range of interpersonal skills necessary to communicate across all levels of the institution, demonstrating highest standards of professionalism, protocol awareness, and customer service in dealings with trustees, members and VIP guests; regional, national and international leaders of museums, educational institutions and governments; local and regional partners; the Barnes staff, volunteers, interns, vendors; and the general public; 
• Performs day-to-day administrative activities for the Deputy Director for Advancement, including correspondence; scheduling and coordinating board, executive, team meetings and general office meetings; answering phones, making travel arrangements, preparing expense reports, delivering messages and handling mail;
• Coordinates and manages the business calendars of the assigned executives.
• Drafts department meeting agendas, briefing materials and minutes; 
• Organizes and expedites administrative workflow, special projects, department record-keeping and interdepartmental collaborations. Performs other duties as requested.

Advancement Responsibilities (50%)

• Presents strong writing and editorial skills and careful attention to detail in drafting and submitting funding proposals, and acknowledging all Trustee Annual Appeal gifts, including the preparation of tax receipts and drafting of related correspondence by senior staff and/or Trustees;
• Provides research, writing, and editorial support for funding and sponsorship proposals, reporting, and applications across the department as needed;
• Assists in scheduling and executing volunteer committee meetings, presentations, materials, and in drafting and distributing invitations for prospective new participants;
• Oversees Advancement Department summer internships, by reviewing applications, interviewing candidates, assigning work tasks, and facilitating projects between interns and Barnes staff.

Organization-Wide Competencies:

1. Accountability: 

a. Prepares for work assignments and meetings, 

b. Conducts thorough fact-finding, decision-making and/or follow through, 

c. Admits mistakes and errors and informs others when one is not able to meet a commitment. 

2. Job Quality: 

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output, 

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role. 

3. Service: 

a. Identifies problems and collaborate with others to devise and create effective solutions. 

b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and

 cooperative working environment in accordance with our Core Values. 

c. Facilitates open communication and keeps an open mind about new ideas. 

4. Leadership: 

a. Sets a good example for others, 

b. Demonstrates ethical decision-making and communication, 

c. Makes decisions. Uses a solution-oriented, collaborative approach. 

5. Collaboration: 

a. Seeks win-win outcomes in decision-making, 

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others, 

c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.