Employment
Major Events Manager
Posted 9/9/21
The Major Events Manager is the primary liaison between the Heard Museum staff and the Heard Museum Guild Indian Fair and Market (IFM) Chair (s). IFM is the Museum’s largest event of the year and is organized by the Heard Museum’s volunteer Guild. This position is responsible for supporting all IFM-related operations. This is a new staff position at the Heard Museum, therefore, building strong relationships with the volunteers and staff responsible for producing the IFM as well as documenting and refining procedures will be essential in the first year.
The position will also work on Digital Marketing content related to IFM and other major events – key to the Museum’s overall digital strategy. The Digital Content portion of this position will perform a variety of tasks, in a fast-paced and dynamic work environment.
Outgoing, creative, collaborative, and detail-oriented applicants are encouraged to apply. Strong communication skills are required.
Essential Duties and Responsibilities include, but are not limited to the following:
Key Responsibilities
- Learn and document all operational aspects of IFM.
- Develop a comprehensive timeline that integrates Guild and staff IFM-related activities.
- Develop and manage, in concert with Guild leadership, an operational statement (P&L) that includes all IF&M related revenues and expenses.
- Organize meetings as needed to proactively problem solve any issues that may arise.
- Facilitate clear and punctual communication between the Guild and Museum Administration on all IFM-related matters.
- Coordinate departmental schedules during IF&M week and weekend.
- Lead from the Heard Museum on all staffing, communication and real time problem solving during IF&M weekend.
- Document and summarize all major IFM activities with an eye towards refining operations.
- Work with the Director of Private Events on developing event operational knowledge at the Heard Museum.
- Assist with internal Museum events as needed: Private Use, Membership, Development.
Digital Marketing Responsibilities
- Lead the creation and deployment of IFM digital content including social media, email campaigns, videos and more.
- Maintain social media marketing and online presence with emphasis on Facebook, Instagram, Google and heard.org.
- Assist with the development, execution and tracking of the digital strategy.
- Develop and execute social media project timelines.
- Act as a key resource for Digital Asset Management implementation and usage including photos, videos and other frequently needed digital assets.
General
- Communication liaison between the Heard Museum Administration and the Heard Museum Guild.
- Support Private Events and Digital Marketing, as necessary.
- Assist with editing and proofing of key collateral for the museum as required.
- Attendance and participation in Heard Museum events is required including some night and weekend events.
Other Requirements
- Intermediate to expert knowledge of Microsoft Office 365 for Business, including Word, Excel, PowerPoint, Teams, OneDrive, SharePoint.
- Excellent written and verbal communication skills.
- Ability to function well in a position that requires organization, punctuality, and execution.
- Employees in this job are expected to consistently make the necessary decisions to keep excellent communications between the Guild and Museum administration with minimal input from management. They are expected to rely on their ongoing experience to efficiently come to conclusions and propose solutions about the situations they are facing.
- The employee in this position will be expected to have enough understanding of the usual business processes and protocols associated with normal IF&M operations and to use his or her best judgment when handling various situations. He or She should be able to accurately assess whether a problem needs the involvement of the Executive Management or other department Directors to resolve the issue.
- Employees in this position will be expected to successfully plan their own time as well as the time needed by other resources to complete all initiatives.
- This job is expected to interface successfully and often with outside vendors, visitors, volunteers, and employees within the organization.
- Employees in this job are expected to perform their work with minimal supervision from the PE Director, Deputy Director and Museum Director. Employee will be expected to meet with any supervisors, if necessary, as determined. The employee is expected to seek out the PE Director when issues arise.
Working Conditions
This position requires indoor office work with prolonged sitting and computer operations with limited strenuous movements. Active outdoor activity is expected during IF&M week and weekend.
Job Structure/Complexity
This position consists of job activities that are “predetermined” for the worker by the nature of the work, the procedures or other job characteristics.
Previous Experience
Minimum of two (2) years of management or lead supervision. database and/or social media experience
Math
This position requires intermediate level math skills to perform day to day assignments.
Education:
Bachelor’s degree
Selected applicant must pass a background check to qualify for employment. This position is full-time, exempt.
To apply, send resumé to hr@heard.org with the subject line: Major Events Manager.
Event Operations Manager
Posted 9/9/21
The Event Operations Manager oversees operations and assists in planning of all private events, internal events and museum special / public events. The Event Operations Manager also acts as Beverage Manager, responsible for purchasing, inventory control, scheduling and supervision of bar staff for private use and museum events.
Essential Duties and Responsibilities include, but are not limited to the following:
Event Management
- Oversee and supervise operations of all private events, internal and public events
- Act as primary on-site contact for clients for all events.
- Maintain established service levels to ensure a consistent guest experience at a high quality level
- Work closely with all departments and generate communications to ensure smooth operations and guest service levels are being met
- Manage and operate all in-house AV equipment
- Develop and maintain relationships with outside vendors and act as primary contact for services including Audio visual companies, equipment rental companies, décor companies, entertainers, beverage companies, etc. Ensure vendors are incompliance with Museum rules and regulations.
- Maximize profitability by monitoring all labor costs and departmental expenses
- Facilitate set up & tear down of event space
Caterers
- Maintain complete and accurate records for catering partners including generating contract documents, in-kind event assignments, required proof of insurance and certifications, incident reports, etc.
- Monitor and supervise catering staff to maintain established service levels and ensure compliance with museum rules and regulations.
Beverage Manager
- Supervise and administer all operations of bars for internal and external events
- Interview, hire, train, handle scheduling and supervision of bartenders, stewards / servers
- Hold pre-shift meetings to review events, departmental policies and procedures and maintain high level of moral
- Foster a work environment of teamwork and mutual service by assisting co-workers and other departments as necessary to ensure guest satisfaction
- Ensure required certification of staff is obtained and maintained in compliance with state liquor laws
- Coordinate all beverage arrangements with private group contacts. Up-sell product to ensure maximum profitability.
- Control inventory, maintain and order all necessary liquor, beer, wine, and supplies
- Monitor profit margins and work with purveyors to ensure high product level and cost effectiveness
Skills/Requirements
- 7+ years experience in F&B operations / management
- Hospitality/hotel background preferred
- Proven written and oral communication skills
- Self-motivated, positive attitude
- Strong interpersonal skills
- Detail oriented with strong organization and follow-through skills
- Experience with large scale events/festivals preferred
- Proficient with Microsoft Office programs (Word, Excel, Power Point)
- Experience with EventPro Software preferred
- Able to work flexible hours. Evenings, holidays and weekends required.
Physical Requirements
- Must be able to lift 35 pounds
- Must be able to move tables, chairs, and other equipment
- Must be able to stand for long periods of time
Special Licensing
AZ DLLC liquor certification card
Benefits
Medical / dental insurance. Paid vacation, personal & sick time.
Education:
College degree preferred.
Selected applicant must pass a background check to qualify for employment. This position is full-time, exempt.
To apply, send resumé to hr@heard.org with the subject line: Event Operations Manager.
Membership Coordinator
Posted 9/9/21
The Membership Coordinator reports to the Associate Director of Visitor and Member Engagement and is primarily responsible for the coordination, data entry and the recording integrity of transactions within the membership/development department and ensures timely and consistent benefits fulfilment for Members. Under the guidance of the Associate Director of Visitor and Member Engagement, the Membership Coordinator is also responsible for promoting and growing engagement across all levels of Membership.
Essential Duties and Responsibilities include, but are not limited to the following:
Data Entry
- Processes and updates constituent/membership information in Altru
- Processes checks and credit cards for membership, annual giving, individual donations, tributes, memorials, sponsorships, and foundations in Altru daily
- Enters all bequests, Gift-In-Kind donations, and pledges with documentation in Altru
- Creates proper constituent codes to enable efficient and organized data keeping and tracking in Altru
- Resolves duplicate constituent records
- Ensures accuracy of all data recorded
Membership/Annual Giving
- Processes, scans and uploads membership and donor tax acknowledgement letters and cards within the Altru database
- Retains and maintains all membership and annual giving documents for any audit purpose reports
- Responds to member inquiries via phone, online and email
- Assists and cross-trains with duties of the administration and management of the Membership and Development program when applicable
- Coordinates member subscriptions to Native Peoples Magazine, American Indian Art Magazine, Smithsonian Institution affiliation program
- Tracks RSVPs for membership events with follow-up attendance reports
- Aids in various stages of event coordination for signature fundraisers like Moondance Gala, annual golf tournament, Maie Bartlett Heard Luncheon, etc.
- Attends and assists with all Member and Donor events
- The timely delivery of all printed and digital collateral materials for Member communications, events and appeals. This involves ongoing coordination with Marketing and Design team, Development and Membership teams, and other relevant internal stakeholders.
- Serve as a back up to the Visitor Services department as needed. Is responsible for providing the highest level of customer service while working with guests, members, volunteers, and the board of directors.
Administrative
- Maintain confidentiality in all aspects of donors, staff, and museum information
- Internal Database Management – uploading files on network drives and Microsoft OneDrive
- Attends select meetings for the Board of Trustees
Other duties as assigned.
Education
Recently attained bachelor’s degree in Art Administration/Non-Profit Management, Business, Public Administration, or other related areas of study preferred.
Previous Experience:
Educational, internship, or professional experience with non-profit organizations, fundraising, data management, and/or museums/cultural organizations required.
Math
This position requires basic mathematical knowledge and statistical analysis.
Selected applicant must pass a background check to qualify for employment. This position is full-time, non-exempt.
To apply, send resumé to hr@heard.org with the subject line: Membership Coordinator.
Chief Financial Officer
Posted 8/24/21
Job Description Summary:
A member of the Museum’s Executive Management team responsible for all finance administration and Payroll/HR administration functions of the organization. The CFO has responsibility for monitoring and reporting the museums financial status and recommendations to the Director/CEO, Deputy Director, and appropriate board committees.
Essential Duties and Responsibilities include, but are not limited to the following:
- Manage the Museum’s cash flow, investments, endowments, and operating funds.
- Lead the annual budget development process, monitor, and report on the Museum’s budget.
- Manage all Museum financial activities, including accounts payable, accounts receivable, cash receipts, inventory, restricted accounts and releases, payroll, insurance, general ledger, bank reconciliations and audit.
- Manage and Direct actively on Finance, Investment and Audit Committees by providing expertise on all matters pertaining to Museum finances, making suggestions for improvements and best practices regarding financial & investment policies and procedures.
- Co-Manage the HR and Retirement committees with the Deputy Director/COO.
- Ensure the maintenance of effective internal controls, safeguarding of assets and reliability of financial statements.
- Design and implement management information systems to provide regular, timely financial reports to the Director, Deputy Director, Audit, Finance and Investment Committees and Board of Trustees.
- To oversee all Payroll/HR/Retirement Plan administration processing.
- To supervise and develop the Accounting Staff.
Employment Requirements:
Education:
- Bachelor’s degree in Accounting, Business Administration, or a related field.
- CPA Preferred
Previous Experience:
- At least ten years of experience in an Executive financial management role(s) with staff supervision.
Type of Previous Experience:
Significant experience and familiarity with complex, non-profit accounting, including the compliance and reporting needs of private grants and performing annual audits. Clear understanding of PR, TR and UR income and the utilization of each.
Other Significant Requirements:
- Forecasting & managing the annual budget.
- Arts and Culture Non-Profit experience preferred.
- Will have access to highly confidential data.
- Strong oral & written communication skills.
This position is full-time, exempt.
Candidate must pass a background check.
Please send a résumé and cover letter to hr@heard.org.
Development Coordinator
Posted 8/24/21
The Development Coordinator reports to the Manager of Donor Engagement and is responsible for the day-to-day coordination of and support for: Departmental events, including the annual gala and other donor engagement opportunities; Gift tracking, including gift entry, acknowledgment, and stewardship; Internal project management with the Marketing, Design, IT, Private Use, and Programming teams; Departmental reporting for key sponsorships and grants, and; Donor and prospect research.
Essential Duties and Responsibilities include, but are not limited to the following:
Coordinates Development and Membership production and event needs, including:
- The departmental calendar, which includes tracking of all events, mailings, marketing and social media efforts, and other relevant calendar items.
- Key event-planning components of Development and Membership programs, which includes managing key vendor relationships; coordinating with events department to confirm event logistical needs, room and event set-ups, catering menus, volunteer needs, etc; and managing invitation lists. Key events include the Heard’s annual gala, Moondance; the annual Grand Gallery Exhibition Fund dinner; VIP opportunities and the World Championship Hoop Dance Contest and Indian Fair & Market; and more.
- The timely delivery of all external printed and digital collateral materials for Development events and appeals. This involves ongoing coordination with Marketing and Design team, Development and Membership teams, and other relevant internal stakeholders.
- The production and dissemination of corporate, foundation, government, and Tribal sponsorship packages and materials.
- Planning and notetaking at key meetings, including meetings of the full Board of Trustees, Development Committee, and Moondance Committee.
- Serve as a back up to the sales floor as needed. Is responsible for providing the highest level of customer service while working with guests, members, volunteers, and the board of directors.
- Donor/prospect cultivation and stewardship as needed.
Manages consistent and well-organized processes of record-keeping, gift entry, donor stewardship and acknowledgment, including:
- Using the Altru Database (a Blackbaud system), to enter and track gifts.
- Ensuring the general upkeep, data entry, and data integrity in Altru.
- Tracking stewardship and reporting needs for designated gifts and grants, with a focus on reliable documentation and departmental coordination of timely reporting.
- Ongoing coordination with departmental colleagues and the Finance Department to ensure proper gift documentation.
- Generating acknowledgement and thank-you letters for all non-Membership/Circles gifts and In-Kind gifts for the Manager of Donor Engagement, Director of Strategic Development, and CEO.
- Tracking deliverables for sponsorships and grants, including maintaining recognition lists for key programs and exhibitions
- Working closely with volunteer leaders of the Heard Museum Guild by serving as key staff liaison for the Best of Show ribbon fundraising campaign.
Prospect Research:
- Maintains prospect lists for designated fundraising efforts, including coordinating with Membership and Circles colleagues to identify potential individual supporters.
- Assists with tracking prospects and solicitations for campaigns and special appeals, including recording such solicitations in Altru constituent records.
- Conducts prospect research as needed, including researching potential prospects for exhibitions, educational and public programs, capital campaigns, etc.
Other duties as assigned.
Requirements:
Must be a self-starter and able to build collegial, friendly relationships with internal and external constituents. Must be able to handle confidential information with tact and discretion. Experience working with databases a plus. Knowledge of American Indian art, culture, and peoples a plus.
Selected applicant must pass a background check to qualify for employment. This position is full-time, non-exempt.
To apply, send resumé to hr@heard.org with the subject line: Development Coordinator. You may also include a cover letter or paragraph explaining your interest in the position.
Inventory Control Specialist
Posted 8/6/21
The Inventory Control Specialist is responsible for all aspects of inventory control including conducting the annual physical inventory. The Inventory Control Specialist is to be the expert regarding Counterpoint. Additionally, the Inventory Control Specialist is responsible for paying consignments, and sales reporting. This position reports to the Museum Shop Manager.
Essential Duties and Responsibilities include, but are not limited to the following:
- Proficient in all aspects of Counterpoint including POS, purchasing, inventory, and system setup.
- Conduct periodic cycle counts.
- Conduct annual physical inventory.
- Process weekly consignments payments.
- Provide weekly sales reporting.
- Serve as a back up to the sales floor as needed. Is responsible for providing the highest level of customer service while working with guests, members, volunteers, and the board of directors.
- Assist with festivals and special events as needed.
Important Aspects
- Computer experience with Microsoft Word and Excel a plus.
- Experience in arts and culture.
- Knowledge of American Indian History and tradition.
- Experience with non-profit organizations.
- Counterpoint POS system experience a plus.
- Must be able to lift 20 pounds.
Education:
High School Diploma or higher
Previous Experience:
Previous experience with inventory control/documentation
Selected applicant must pass a background check to qualify for employment. This position is full-time, non-exempt.
To apply, send resumé to hr@heard.org with the subject line: Shop Inventory Control Specialist.
