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Development Database Specialist - Albany Institute of History & Art

  • November 03, 2022 3:49 PM
    Message # 12977258
    Amelia Whitworth (Administrator)

    Job Location: Albany, NY

    Job Title: Development Database Specialist

    Institution: Albany Institute of History & Art

    Institution Website:

    About the Institution: The Albany Institute of History & Art is one of the oldest museums in the United States. It also is the major repository for the region's heritage, with nationally significant collections. The Institute’s museum and library holdings form the best collections in the United States documenting the life and culture of the Upper Hudson Valley region from the late seventeenth century to the present day. Although the Institute is famous for its significant Hudson River school paintings, the broad scope of its collections includes fine arts, furnishings, personal objects, documents, manuscripts, photographs, and personal papers used by people of all ages, social classes, economic conditions, and cultural groups.

    AIHA's Education programs serve 10,000 students, teachers, adult learners, and families every year. The museum education department’s mission is to connect our community to our collections and exhibitions through lifelong learning opportunities that serve toddlers to older adults. We develop programs for school children and their teachers that provide formal learning experiences that support their curricula. And a full range of informal, public programs for our community helps people of all ages connect to arts and culture and to each other. Every program we offer has been tested and piloted before being fully implemented. Education programs are organized into three areas of learning: schools and teachers programs, public programs, and community and collaborative programs. 

    Job Description: The Development Database Specialist is primarily responsible for the maintaining of the department’s records and database. The role includes a variety of administrative tasks requiring discreet management of confidential information. The Development Database Specialist provides additional administrative support and assists with public and private events held at the museum and elsewhere. Typical work week is Monday through Friday, 9:00 AM to 5:00 PM with flexibility to accommodate nights and weekends.

    Database Management

    • Responsible for recording and acknowledging all gifts to the AIHA through the organization’s fund raising software program, Little Green Light
    • Prepares segmented lists for appeal mailings
    • Create and maintain donor lists to allow appropriate recognition on the museum’s website and on printed collateral
    • Maintain donor and corporate prospect files and mailing lists with accurate demographic and supplemental information gathered during research or stewardship activities
    • Maintains Endowment Campaign reports, sends pledge reminders, and maintains schedule for all endowment pledges for audit.
    • Manage museum’s membership program through maintaining renewal process, and collaborating with Special Events Associate on member events
    Event Coordination
    • Maintains RSVPs lists for all special events
    • Assists in presentation of museum events and space rentals

    • Assist Finance Office in reconciling gift and earned income transactions across multiple payment platforms
    • Create reports related to giving trends, donor retention, and progress to fundraising goals in collaboration with the Development and Operations Manager
    • Maintain Development office supplies and equipment
    • Assist Development Department e-commerce projects
    • Cover Front Desk shifts as needed
    • Other administrative duties as assigned

    Minimum Qualifications

    • Bachelor’s degree in business, finance, museum studies, or related field
    • Strong computer skills
    • Strong attention to detail
    • Ability to work a flexible schedule, including some nights and weekends

    Preferred Qualifications

    • Experience with donor database software
    • Flexible, with a demonstrated ability to work independently and as part of a team

    Working at Albany Institute of History & Art

    Join a collaborative team of dedicated museum professionals!

    The Albany Institute of History and Art offers a robust benefits package for permanent full-time employees including medical, dental, vision, and a variety of supplemental benefit options, 403B retirement plan, pension plan, free museum membership, and a generous paid holiday, personal and vacation time policy. 

    This Position is: In-Person

    Position Type: Full-Time

    Salary range: $40,000 - $45,000

    Benefits: Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Paid time off, Contribution to Retirement Plan

    How to Apply: Interested applicants should submit a cover letter, resume, and a minimum of three professional references to with the subject line AIHA Database Specialist.

    Last modified: November 03, 2022 3:50 PM | Amelia Whitworth (Administrator)

The Museum Association of New York helps shape a better future for museums and museum professionals by uplifting best practices and building organizational capacity through advocacy, training, and networking opportunities.

Museum Association of New York is a 501 (c) 3 nonprofit organization. 

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