Administrative Services Specialist / Membership Coordinator – St. Petersburg College (Tarpon Springs)

Compensation: $14.35

Openings: 1 

PeopleSoft ID: 8033  

Formal review of applications begins: Oct 4, 2020

Department: Leepa/Rattner Museum 

Location: Tarpon Springs

Key Position Information:

The qualified candidate will have a Bachelor’s Degree and strong verbal and written communication skills. A solid background and interest in the arts and humanities, computer proficiency and occasional evening availability are required. This position works a Tuesday – Saturday, 40-hour work-week. Experience working with Microsoft Office, DonorView, social media and electronic mailing systems strongly preferred. Customer service and front-of-house professional experience is essential.Position Summary: The Administrative Services Specialist – Membership Coordinator is a full time, non-exempt, Career Services Position, responsible for all aspects of membership cultivation and retention, providing day-to-day administrative support for LRMA accounting and development efforts, assisting with processing acknowledgements, managing and maintaining donor records, gift processing and tracking, and fundraising events with accuracy and attention to detail, following guidelines and procedures. The Membership Coordinator is responsible for cultivation and retention by increasing awareness of the Museum in the community, converting visitors into members, and providing excellent customer service to members and visitors in order to advance LRMA’s mission. This key role is part of the Development and Accounting team and works with all internal departments of LRMA to create a consistent, strong presence for Membership within the context of other constituent programs. 

This class is the third of six levels in the Administrative Services series.  Basic knowledge of applicable laws, regulations, and departmental policies and procedures are required at this level.  Incumbents perform non-routine, complex clerical functions requiring the application of department and organizational policies and procedures, and an increased level of responsibility with organizations and individuals external to the College including students and academic processes and information.  Responsibilities may include explaining organizational or departmental policies and procedures to students, faculty, and other staff; prioritizing tasks; scheduling appointments, classes, and/or activities; developing and implementing filing systems; compiling, tracking and reviewing data and reports; attending meetings and taking notes; desktop publishing; preparing, reviewing, revising and distributing documents and correspondence; creating purchase orders; monitoring expenses; and performing basic quantitative and qualitative reviews of data.  Incumbents may spend up to 30% of their time on the duties of the lower level.  Incumbents may provide direction to student workers and/or part-time staff and may occasionally perform some of the duties of the higher levels.

Requirements:

Education:

High School Diploma or equivalent (GED)

Experience:

 Four years clerical or administrative experience.

* An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job may be acceptable in lieu of those requirements listed above.

Knowledge:

• Customer service principles;
• Modern office procedures, methods, and equipment;
• English language, grammar, and punctuation;
• Basic filing and recordkeeping principles;
• Basic office equipment maintenance procedures;
• Basic budget principles;
• Data review techniques;
• Computers and related software applications.

Skills:

• Able to work well as part of a team, treat co-workers with respect and respond appropriately to a variety of individual work styles to complete work in a timely, efficient and effective manner;
• Requires flexibility to work in a fast-paced environment with the understanding that projects that include input from multiple constituents may necessitate an approach that takes into consideration the history of the institution;
• Able to handle sensitive information and maintain confidentiality and decorum;
• Attention to detail is essential;
• Able to work on multiple projects simultaneously and see that each continues to move forward as necessary;
• Experience with excel and databases preferred;
• Able and willing to accept direction either, specific or general, as a guide for completing assignments is important;

• Composing routine correspondence, memos, forms, and/or other related information;
• Proofreading and editing documents;
• Providing customer service;
• Maintaining files;
• Using modern office equipment;
• Preparing and maintaining records and files;
• Processing and reviewing data;
• Prioritizing and assigning work;
• Using a computer and related software applications;
• Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical:

• Positions in this class typically require: reaching, standing, walking, grasping, feeling, talking, hearing, seeing and repetitive motions.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time.  Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Responsibilities:

• Design and administer strategies for building and maintaining the membership program (e.g. direct mail, telemarketing, special events, incentive programs, and personal contact);
• Develop and implement strategies to identify and solicit new prospects;
• Upgrade and renew current members;
• Increase member retention;
• Serve as principle staff liaison to Museum members in regards to membership;
• Generate membership materials;
• Evaluate and administer membership benefits and acknowledgements;
• Represent and conduct membership promotions at Museum on site and community events off site;
• Prepare annual membership report and content regarding membership for bi-weekly emails and website;
• Maintain updated membership data in DonorView for appeals and invitations;
• Serve as Membership representation on the Development Committee of the LRMA Board of Trustees
• Work with Visitor Services Manager and staff as needed to train and develop membership sales;
• Give direct assistance to the Development Officer and Staff Accountant as requested;
• Maintain up-to-date contact lists in Constant Contact for digital correspondence, interests and affiliations
• Assist with room reservations, event invitations and registrations, and database set up of online event management including expense tracking, budgeting, and invoice processing.

These duties are a representative sample; position assignments may vary.	Potential Frequency
1.	Enters, maintains, reports, and verifies a variety of information from applicable documents, spreadsheets, invoices, databases, logs, forms, and/or other related areas, utilizing established guidelines and procedures to determine appropriate steps. Reviews data and information to troubleshoot discrepancies and verify accuracy.	Daily30-50%
2.	Drafts and types a variety of business documents, including letters, memos, contracts, and/or other related documents.	Daily10%
3.	Responds to requests for information, in person, via e-mail, and over the phone; takes and transmits messages; answers department questions and provides information; directs visitors to appropriate locations.	Daily10%
4.	Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; greeting visitors; keyboarding information into databases; scanning and/or faxing documents; and performing related duties.	Daily10%
5.	Monitors and maintains inventory which includes creating purchasing orders and monitoring expenses.	Weekly10%
6.	May prioritize and assign work to student workers and/or part-time staff; monitor the performance of staff; and train students and/or staff on work methods and procedures.	Daily10%
7.	Performs other duties of a similar nature or level.	As Required

https://web.spcollege.edu/hrapp/job/4335