Advancement Associate, Administrative​/Clerical

Advancement Associate

As part of a highly collaborative Advancement & Engagement team, the Advancement Associate supports the museum's mission and values by providing essential support for membership, donor relations, and fundraising efforts.

This role offers significant opportunities for professional growth and development while contributing to a dynamic and supportive team culture. Responsibilities include accurate and timely completion of administrative and customer service duties, including data entry, responsive membership service, and general development support, ensuring smooth day-to-day operations and positive experiences for members and donors. This position fuels all department efforts and requires consistency, attention to detail, and passion for creating efficiency and continuous improvement within systems.

Hours:

Monday – Friday, 9:00-5:00, hybrid options, some evening and weekend work

Reports to:

Membership Manager Status:
Full-time, Exempt with benefits Salary Range: $38,445-$48,056 based on experience

Data Entry & Administrative Support (50%)

• Enter and maintain accurate gift, membership, and donor records in the Customer Relationship Management (CRM) system.
• Process all donations and membership sales. Work closely with the Finance Department to complete the reconciliation process.
• Serve as the lead for Advancement & Engagement's use of the organization's CRM system, ensuring accuracy, efficiency, and consistency in data entry and reporting.
• Collaborate closely with colleagues across departments to establish and uphold standardized data practices, streamline processes, and ensure accurate transmission of information between systems.
• With guidance from the A&E Team, create lists and reports to directly support fundraising and membership strategy.
• Maintain digital and physical records in accordance with departmental standards.
• Keep procedural documentation up to date to ensure data hygiene and proper usage of the CRM from staff.
• Monitor and order department supplies as needed.

Membership Support (25%)

• Serve as a point of contact for members via phone and email, providing excellent customer service and follow-through.
• Coordinate the production of membership-related communications including membership fulfillment packages, renewal notifications, and acquisition campaigns.
• Support membership sales and engagement programs including staffing membership events.
• Contribute to the planning and execution of membership mailings, events, and communications.

Advancement Support (25%)

• Coordinate the production of donor-related communications including acknowledgment letters and annual appeals.
• Assist with donor cultivation and stewardship efforts, including data entry, communications, and event support.
• Monitor and update donor records and prepare briefing materials for meetings, events, and cultivation activities.
• Provide logistical and administrative support for fundraising campaigns and events.
• Assist with the preparation of grant applications and reports by gathering data, compiling supporting materials, and ensuring accurate documentation.

Required Qualifications:

• 1–2 years of experience with CRM systems required;
  Tessitura experience preferred.
• Strong commitment to fostering a workplace culture of inclusion and belonging.
• Previous experience in nonprofit membership or development preferred.
• Proficiency in Microsoft Office and comfort with learning new technology platforms.
• Excellent organizational skills with strong attention to detail.
• Strong written communication skills with ability to draft and edit correspondence.
• Strong customer service skills and ability to interact positively with members, donors, and colleagues.
• Ability to manage confidential information with discretion.
• Certificate, degree, or equivalent work experience in a related field preferred.

About The Frick Pittsburgh:
Located on the estate of 19th-century industrialist Henry Clay Frick, The Frick Pittsburgh offers authentic experiences with art, history and nature that inspire and delight. Visitors of all ages and backgrounds are warmly welcomed to explore The Frick Art Museum, offering world-class collections of European…