Museum Hue

Development Administrative Assistant OMSI

Development Administrative Assistant - Oregon Museum of Science and Industry


Development Administrative Assistant, under the direction of the Vice President of Development, provides support to the development team related to cultivation, solicitation, and stewardship of individual and corporate donors, including administrative activities. The position will assist with events, including Gala, and Appeal communication activities to reach new donors, upgrade and renew existing individual donors and steward their continued and increased giving.


Participate in programs/initiatives to enhance corporate culture, such as:

  • Working effectively with and supporting volunteers throughout the organization

  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives

 Essential Duties & Responsibilities:  

Donor Relations

  • Manage acknowledgement process for individual and corporate gifts and the fulfillment of museum benefits.

  • Assist with implementation of fundraising communications, including: invitations, solicitations, commitment forms, invoices, collateral, emails, phone calls and hand written notes. Support annual fund fundraising activities including fully segmented direct mail, e-appeals, and online giving for donors, OMSI members, volunteers, and staff.


  • Assist the Development team in designing, planning, and implementing donor cultivation and stewardship events.

  • Assist with event invitation and RSVP lists including event software.

  • Support Gala sponsorship benefits and auction package fulfillment.


  • Provide administrative fundraising support to the VP of Development and the division including but not limited to scheduling appointments, making meeting arrangements, greeting guests, writing and preparing correspondence.

  • Assist with monthly fundraising reports and other database reports as needed.

  • Prepare renewal reports/letters and assist with proposals and presentation materials.

  • Implement systems to increase the effectiveness and efficiency of the development operations.

  • Proofread and edit documents and materials prior to publication.

  • Support and process ongoing and continuous entering, tracking and reporting of donor activity in the database

  • Write and prepare correspondence, file documents, handle incoming and outgoing mail and telephone service, manage and prioritize flow of information/paperwork

  • Maintain office supplies inventory by checking stock to determine inventory level and anticipating needed supplies

  • Monitor department budget including tracking expenditures and providing reports, and maintaining spreadsheets for budgets to reconcile with finance.

  • Serve as principal department contact and coordinator of information for the department, including, but not limited to, facilities, IT, and HR.

  • Record and disseminate meeting minutes.

  • Provide training support for new hires, including volunteers/interns, and monitor the division's standards for documentation and administrative processes and procedures.

  • Position may supervise volunteers.

  • Other duties as assigned.

  • This position is non-exempt, paid hourly

  • This position is regular full-time


Working Conditions

  • Physical Demands: 85% Sitting 10% Standing  5% Lifting/Carrying/Pushing/Pulling  20 Pounds 

  • Work on weekends, evenings or holidays as needed. Willingness to adjust work schedule as needed to meet the demands of the position.

  • Noise level is moderate (examples: business office with computers and printers, light traffic)

  • Vision requirements include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point), depth and perception (three dimensional vision, ability to judge distance and spatial relationships), and ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus).

Secondary Functions: 

  • Assume other tasks and responsibilities as assigned by the Director of Development.



  • Strong customer service skills.

  • Professional communication skills, both written and oral.

  • Excellent organizational, analytical and problem solving skills.

  • Strong time management skills.

  • Excellent attention to detail with a high degree of accuracy.

  • Strong Presentation skills.

  • Ability to work independently as well as in teams.

  • Ability to work under pressure with flexibility.

  • Self-motivated to prioritize multiple tasks and meet deadlines.

  • Demonstrated leadership skills with the ability to promote teamwork and collaboration.

  • Understanding of confidentiality and protocol.

  • Proficient in Microsoft Office, including Word, Excel, Access, PowerPoint, Publisher and Outlook.


  • Experience in non-profit organization and or in the field of development.

  • Museum experience.

  • Fundraising, sales background.

  • Experience in Financial Edge, or other financial program.

  • Experience in Salesforce, or other database program.

  • Experience with Greater Giving, or other event management software

  • Working knowledge of Adobe Creative Suite 6.

Education and Work Experience: 


  • Bachelor's Degree or equivalent combination of experience and education.

  • Minimum 2 years of coordination and project management skills.

  • Minimum 2 years of experience working with the public, formal and informal settings.

  • Working knowledge of how to coordinate and implement all donor relations and stewardship activities.

  • Minimum 1 year of experience in administrative support at the administrative level.

  • Minimum 1 year of formal experience in individual and corporate giving.


  • Bilingual - Spanish/English.

  • Experience working with volunteers.


Additional Requirements/Preferences; Including Licenses and Certifications:  


  • Pre-employment checks such as criminal background check and reference checks.