Administrative Assistant | Raclin Murphy Museum of Art

University of Notre Dame•Notre Dame, IN

2d•Onsite

About The Position

The Friends Administrative Assistant plays a vital role within the membership office at the Raclin Murphy Museum of Art by managing membership renewal correspondence, maintaining member records, supporting membership drives, providing graphic design support for marketing initiatives, and assisting with events. This position serves as a critical link within the membership office, ensuring operational excellence as the organization’s membership base continues to grow. The assistant is responsible for the thorough processing, tracking, and acknowledgment of approximately 600 annual memberships and benefit gifts that directly fund educational programs at the museum.

Requirements

Strong organizational skills with the ability to handle physical documentation, filing, payment processing, and membership renewal notices and acknowledgements.
Superb written and interpersonal communication skills for crafting correspondence with members, processing member inquiries, and providing excellent customer service.
Proficient with standard office suites (Word mail-merge features, Excel spreadsheets, Google Workspace) and experience with database entry/management (FileMaker Pro or standard CRM/membership database systems).
Proven track record of handling sensitive financial data and donor files with the highest level of integrity and confidentiality.

Nice To Haves

A bachelor's degree is preferred.
Competency or preferred proficiency in graphic design software, specifically Adobe Creative Suite (InDesign, Photoshop, Illustrator), to support event marketing.
Preferred experience with supporting events and membership initiatives

Responsibilities

Process and maintain nearly 600 annual memberships, tracking levels, expiration dates, and renewals.
Update physical member card files and execute meticulous database entry within the primary membership database system (FileMaker Pro).
Assemble comprehensive member packets including customized enclosure items such as reciprocal museum network information (e.g., NARM, ROAM), membership cards, and relevant institutional publications.
Personalize member correspondence.
Handle and log annual membership renewal notices, checks, and credit card payments securely.
Process incoming checks and update payment logs in internal spreadsheets.
Utilize remote deposit capture portals to initialize banking batches and scan checks alongside accompanying documentation.
Coordinate directly with the Development office on receipt of payments.
Provide basic graphic design support for marketing campaigns and events by creating materials, including digital assets, social media graphics, flyers, and event signage.
Assist in managing logistics, invitations, and RSVPs for exhibition openings, previews, and member events.
Provide critical administrative support for major fundraising initiatives, including the annual gala and secondary fundraising events.
Attend Friends Board meetings and events.
Maintain absolute confidentiality regarding all donor giving histories, contact addresses, and database profiles.
Adhere strictly to organizational information security policies, ensuring donor data is handled exclusively for official duties and never shared externally.