Membership and Visitor Services Coordinator - Art Museum of WVU

The Art Museum of West Virginia University is currently accepting applications for a Membership and Visitor Services Coordinator.

About the Opportunity

The Membership and Visitor Services Coordinator at the Art Museum of WVU oversees a loyal base crucial for sustaining the Museum's budget through lifetime value and recurring membership revenue. They drive engagement among current and prospective members to boost annual revenue, crafting strategies that enhance member visitation, renewals, and ancillary purchases such as venue rentals, classes, and travel engagements. Managing the acquisition, stewardship, and retention of members, the Manager collaborates strategically with Development, Public Programs, Marketing, and Education teams to achieve membership growth and support.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Core contact for incoming calls and visitors to the WVU Art Museum and Museum Education Center. Monitor and respond independently through written and verbal notification to telephone calls and general inquiries which may pertain to specific areas of responsibility such as rentals and member benefits within the WVU Art Museum and Museum Education Center.
• Manage membership program, fulfilling all benefits, including events, member premiums, cards and weekly/monthly acknowledgment letters.
• Check and respond to, as appropriate, Museum and Friends' e-mail and voicemail messages. Record Museum Voicemail messages. Coordinate communications including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibition openings, and checks for accuracy of mailing.
• Investigate confidential matters pertaining to membership and financials, create and maintain dual filing systems using discretion to manage confidential correspondence and records, schedule appointments, travel reservations and committee meetings.
• Handle all arrangements relating to meeting times and dates, location, set-up requirements, billing information, and notification of specifics to participants.
• Develop strategies of renewal process in a timely manner including mail, phone, email and, if applicable, automated processes.
• Evaluate existing membership benefits and premiums and propose innovative events and programs for current members as well as prospects.
• Take a lead role in planning and implementing all member and patron events, including developing communications plan, coordinating logistics with appropriate departments, establishing RSVP procedures and monitoring response.
• Under the guidance of the museum Director, create and execute strategies and action plans that strengthen relationships with current members, and introduce prospects to the Senior Director of Developmentand encourage members to upgrade to patron and major giving levels.
• Coordinate, organize, review and edit materials for bulk mailings for fundraising activities, (i.e. capital campaigns, receptions, thank you acknowledgments, Friends of the Art Museum, Mesaros Galleries and other Museum events), as well as a variety of mass e-mail communications (i.e. student MIX system, faculty and staff, internal and external constituents of the University) regarding building issues, upcoming special events, sent out under the Museum Director's signature.
• Develop and track metrics and success criteria for membership programs and Annual Fund campaigns, continually assessing their effectiveness and reporting regularly to the development team.
• Develop initiatives with CCAM for membership retention of currently enrolled students and alumni.
• As required coordinate and participate in special events (donor related, dedication, museum events, etc.) receptions and committee meetings as assigned by the Museum Director. Responsible for invitations, RSVP's, scheduling of rooms, refreshments, and billing Information, etc.
• Manage the Museum Education Calendar to ensure there is no overlap in scheduled functions. Communicate schedules to Museum staff. Schedule and decide for committee meetings, programs, seminars, workshops, receptions and other events in the Museum Education Center and for setting up needed furniture and equipment. Answer inquiries about facility rentals, show space to potential clients, keep an event calendar, and complete rental agreement forms and communicate procedures for rentals to clients.
• Support the Director in managing patron/committee events and logistics.
• Provide support for other departmental projects, including exhibition openings, travel events and internal museum celebratory events such as galas or anniversaries.
• Distribute parking permits to visitors of the WVU Art Museum and Museum Education Center.
• Maintain master files for the WVU Art Museum and Museum Education Center and develop new filing systems when needed. Maintain security and confidentiality of evaluation/personnel files and other sensitive information. Assist with the preparation of required personnel forms as needed for Director's use in hiring, evaluating, and training staff; and maintain confidentiality of evaluation/personnel files.
• Collect payments four Museum, Museum Education Center facility rentals and Friends' events. Complete appropriate deposit forms and designate appropriate accounts for deposits. Submit deposits to CCA EBO and monitor accounts to ensure deposits are posted correctly.
• Coordinate communications, including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibit openings; and maintain accurate mailing lists.
• Build supportive, collaborative relationships with museum program staff to ensure accountability and assistance in cultivating new members and prospect donors.
• Keep abreast of the latest trends and developments in museum membership models and the art world.
• Prepare and distribute minutes and agenda for Friends Committee and other meetings; assisting with preparation of PowerPoint presentations.
• Compose and proofread reports and correspondence for review and signature of the Art Museum Director.
• Proofread printed materials and correct errors in draft form. Provide clerical assistance for the Friends' membership, programs and schedules.
• Participate in training and professional development sessions to enhance job performance.
• Perform other duties as assigned and needed.

Pay Grade: 14

• Associate degree in secretarial/business or related field.
• A minimum of two (2) years of experience involving:
  • Experience with WVU organizational policies and procedures preferred
  • General office experience
  • Computers (word processing, email, spreadsheets, database & reports, Google Drive, Adobe CS)
  • Customer Service
  • Experience within Museums
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Excellent written and communication skills with a demonstrated ability of proficient use of correct English, grammar, spelling, and punctuation.
• Excellent interpersonal skills and ability to maintain a professional demeanor and proven skill in interacting with the public and wide range of individuals who interact with the WVU Museum and Museum Education Center.
• An inherent ability to independently take action and implement solutions to problematic situations without the need for continual guidance.
• Strong creative and organizational skills.
• Demonstrated ability to coordinate and prioritize many different administrative tasks, determine 1heir relative importance, establish deadlines under high stress and confrontational circurru.1ancaen d complete tasks on time.
• Ability to maintain confidentiality.
• Ability to learn and to apply effectively the policies, WVU procedures and guidelines affecting the position and work units to which assigned, as well as the institution.
• Demonstrated ability to exercise initiative, good judgment, and discretion in performing complex tasks.
• Thorough knowledge of general office work.
• Demonstrated ability to operate a personal computer utilizing various work processing, database management, website maintenance, and other standard office equipment.
• Knowledge of various standard software programs: Microsoft Office, including, Excel, Word, Access and Slate.
• Knowledge of various specialized software programs used in development and fundraising: Raiser's Edge- Good financial transaction processing skills to take payments, make deposits, and keep records related to transactions in accordance with policies, procedures and regulations governing these matters.
• Ability to independently set priorities, plan and complete multiple tasks on deadline.
• Proactive attitude towards work and assignments.
• Demonstrated knowledge of record keeping and adherence to schedule.
• Demonstrate ability to establish and maintain cooperative working relationships.
• Ability to drive and run errands associated to the duties of the position
• Ability to maintain proper unit attendance and punctuality standards.
• Ability to reason logically and analyze and resolve issues.
• Ability to supervise work study students.
• Ability to work extended hours including occasional nights and weekends when needed.

Preferred Qualifications

• Bachelor's degree in related field.

• Resume

Physical Demands and Physical Coordination

• Ability to lift 50lbs
• Walking through museum and university spaces

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.