Oakland Museum of CA

  • Administrative Coordinator, Development

    Req No.
    Project Full-Time
    Targeted Job Start Date
  • Overview

    The Administrative Coordinator directly supports the general administration and leadership of the Center for Philanthropy and Institutional Advancement. The position works closely across all Center departments, providing administrative assistance, helping with production of materials and mailings, office management, and processing of financial billing. The position also manages special projects, for example the creation of the Annual Donor Wall. At this exciting time when the museum is in an $85 million campaign, this position provides an opportunity to be the administrative project manager for the Center and support all facets of fundraising for OMCA. The position will also work with colleagues from other Centers and outside vendors as necessary.



    The following reflects OMCA’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. OMCA may assign or reassign duties and responsibilities to this position at any time due to reasonable accommodation or other reasons.



    • Support the Museum’s mission, values, vision, and core commitment to the visitor experience, community engagement, and institutional relevancy for the future
    • Contribute to and support the OMCA strategic plan, annual priorities, and institutional initiatives such as diversity advancement
    • Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
    • Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement



    Administration and Office Management   

    • Maintain department records; track expenses and process invoices as requested
    • Coordinate schedules, produce materials, distribute agendas, attend meetings and record minutes for monthly Center meetings and other meetings as needed
    • Provide administrative assistance to the Center Director including calendar management, coordinating visitor arrivals, responding to phone inquiries, managing documents for signature, data entry and analysis, and projects as assigned
    • Assist in database management and serve as a back-up for gifts processing as needed
    • Address office management and administrative support of shared spaces
    • Draft correspondence as necessary


    Special Projects

    • Provide research for individual, foundation, and corporate funders as directed
    • Assist with writing stewardship reports and proposals for individual, foundation, government, and corporate grants
    • Manage the annual refresh of the Donor Wall
    • Assist with development events as requested
    • Coordinate department-wide initiatives such as team retreats



    A combination of experience and education that demonstrates possession of the necessary knowledge and abilities for this position is required as noted:

    • Ability to display and encourage visitor and internal customer service, take and share responsibility and treat others with respect
    • 2-4 years of related experience required
    • Macintosh and PC platforms
    • Microsoft Office Suite, Google Apps
    • Some experience in a relational database preferred
    • Excellent customer service and communication skills
    • Ability to work effectively and positively with high net worth individuals
    • Ability to handle multiple tasks simultaneously and take initiative as needed
    • Highly organized
    • Able to handle sensitive and confidential information with discretion
    • Proficiency in standard office procedures and records management including basic accounting
    • Knowledge of customer service practices and standards addressing public inquiries
    • English language proficiency in both spoken and written form



    While performing the duties of this position, the employee is frequently exposed to the following:

    • Noise, such as groups of people working in enclosed areas
    • Typical office environment
    • Ability to lift up to 25 pounds
    • Occasional night and weekend work may be required for Development events



    The Oakland Museum of California is dedicated to diversity, inclusion, accessibility and equity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sexual orientation, gender identity, national origin, ability/disability status, protected veteran status, or any other characteristic protected by law. We highly encourage our diverse community to apply for available employment, internship, fellowship and volunteer positions at the Museum, as we aim to ensure our staff reflects the diversity of our visitors and surrounding community.


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