DuPage Children's Museum
Advancement Assistant for Grants
Date Posted: 8/12/08
Position Summary
This individual works as assistant to the Director of Institutional Advancement and to the
Institutional Advancement staff to increase and maintain donor support for the Museum’s
mission. While working under the supervision of the Advancement Services Manager, and
in coordination with the Foundation Relations/Grant Coordinator, this individual is primarily
responsible for assisting in the tracking of grant proposals, processing gifts and for
providing administrative and project support to department initiatives.
Essential Responsibilities
1. Oversee the tracking of grants in accordance with the D.C.M. grant proposal process.
This includes development and maintenance of a spreadsheet for monitoring grants and
grant-related documents, tracking grant expenses, tracking proposal and report due dates,
and communicating to keep other staff on target with proposal and report deadlines.
2. Complete the gift processing of donations as assigned. Working with the
Advancement Services Manager, enter gift information in the donor software and generate
acknowledgement letters..
3. Complete the recognition process by making sure organizational donors receive the
appropriate benefits, i.e., donor board recognition, invitations, etc., and maintain pertinent
documentation.
4. When needed, assist in all fundraising activities and events. This will occasionally
require your assistance at off-hour and/or weekend special events such as Gala or
cultivation events.
5. Produce reports from the donor database related to grants, i.e., pipeline reports,
donor lists.
6. Assist with the preparation of grant budgets.
7. Maintain a quarterly grant monitoring system of grant activities and grant budgets.
8. Maintain the electronic and hard grant files. This responsibility includes keeping the
e-files current with a standardized naming system, creating electronic copies when
necessary and filing the appropriate electronic and hard files.
9. Proofread, assemble and mail grant proposals or grant reports.
10. Maintain and keep current the electronic files of the certifications and grant
attachments, such as grant budgets, 501(c)(3) letter, Articles of Incorporation, lists of grant
funders, etc.
11. Review grant agreements to identify requirements and due dates.
12. Maintain lists of prospective funders and non-funders.
13. Check on submission deadlines, eligibility and submission requirements and grant
guidelines by communicating with funders or prospective funders.
14. Follow up on requests for letters of support and other documentation.
15. Ensure that all appropriate staff are made aware of funded proposals in accordance
with the D.C.M. grant proposal process.
16. Maintain the accuracy of organizational information in the donor database while
working closely with the Advancement Services Manager.
17. Perform other duties such as scheduling and preparing for site visits, recording and
preparing monthly grant meeting notes, and other duties as assigned.
Job Relationships
> Supervised by the Director of Institutional Advancement and Advancement Services
Manager
> Must work well in a team environment and maintain excellent relationships with museum
staff, board, donors, vendors, visitors and various D.C.M. constituencies.
Experience
> Related office experience, preferably in a museum or other non-profit setting or an
equivalent combination of education, training and experience.
Skills and Abilities
> Proficiency in MS Word and MS Excel is essential; knowledge of fundraising software is
helpful.
> Strong planning and organizational abilities; attention to detail; excellent written
communication skills; high level of analytical, presentation, negotiation, problem solving
and customer service skills.
> Knowledge of accounting principles and skill in bookkeeping activities, such as
performing basic mathematical calculations.
> The nature of the work requires this person to execute assignments and tasks under only
general supervision, to demonstrate strong initiative, to exercise considerable discretion
and independent judgment, and to deal independently with volunteers, other departments,
community partners and the public.
> Perform basic mathematical calculations.
The following abilities are required for the position: (a) Communicate appropriately and
clearly both verbally and in writing with telephone callers, office visitors and co-workers.
Comprehend and speak English with the general public and co-workers; (b) Operate office
equipment in order to send and receive information with necessary optical, auditory and
manual dexterity; (c) Use a keyboard and mouse to enter, retrieve or transfer words or data;
(d) Sit for extended periods of time; (e) Lift items weighing up to 20 pounds occasionally; (f)
Climb up and down stairs or use an elevator daily; (g) Tolerate dust and fumes from
general cleaning and maintenance procedures.
Optional requirements:
Manual dexterity necessary to handle bills and coins
Display the reading skills necessary to proofread written materials
Negotiate travel locally and nationally
Tolerate frequent interruptions in the work process
Perform analysis on data to form reasonable conclusions and be able to demonstrate
findings to others.
Other
Must have driver’s license, own transportation and appropriate liability insurance.
Status
Full Time, exempt
Contact
Send resume with letter of interest to:
Rosie Sajak
Director of Institutional Advancement
DuPage Children’s Museum
301 N. Washington St.
Naperville, IL 60540
No Phone Calls, please.
DuPage Children’s Museum is an Equal Opportunity Employer
DuPage Children's Museum web site: www.dupagechildrensmuseum.org
Advancement Assistant for Grants
Date Posted: 8/12/08
Position Summary
This individual works as assistant to the Director of Institutional Advancement and to the
Institutional Advancement staff to increase and maintain donor support for the Museum’s
mission. While working under the supervision of the Advancement Services Manager, and
in coordination with the Foundation Relations/Grant Coordinator, this individual is primarily
responsible for assisting in the tracking of grant proposals, processing gifts and for
providing administrative and project support to department initiatives.
Essential Responsibilities
1. Oversee the tracking of grants in accordance with the D.C.M. grant proposal process.
This includes development and maintenance of a spreadsheet for monitoring grants and
grant-related documents, tracking grant expenses, tracking proposal and report due dates,
and communicating to keep other staff on target with proposal and report deadlines.
2. Complete the gift processing of donations as assigned. Working with the
Advancement Services Manager, enter gift information in the donor software and generate
acknowledgement letters..
3. Complete the recognition process by making sure organizational donors receive the
appropriate benefits, i.e., donor board recognition, invitations, etc., and maintain pertinent
documentation.
4. When needed, assist in all fundraising activities and events. This will occasionally
require your assistance at off-hour and/or weekend special events such as Gala or
cultivation events.
5. Produce reports from the donor database related to grants, i.e., pipeline reports,
donor lists.
6. Assist with the preparation of grant budgets.
7. Maintain a quarterly grant monitoring system of grant activities and grant budgets.
8. Maintain the electronic and hard grant files. This responsibility includes keeping the
e-files current with a standardized naming system, creating electronic copies when
necessary and filing the appropriate electronic and hard files.
9. Proofread, assemble and mail grant proposals or grant reports.
10. Maintain and keep current the electronic files of the certifications and grant
attachments, such as grant budgets, 501(c)(3) letter, Articles of Incorporation, lists of grant
funders, etc.
11. Review grant agreements to identify requirements and due dates.
12. Maintain lists of prospective funders and non-funders.
13. Check on submission deadlines, eligibility and submission requirements and grant
guidelines by communicating with funders or prospective funders.
14. Follow up on requests for letters of support and other documentation.
15. Ensure that all appropriate staff are made aware of funded proposals in accordance
with the D.C.M. grant proposal process.
16. Maintain the accuracy of organizational information in the donor database while
working closely with the Advancement Services Manager.
17. Perform other duties such as scheduling and preparing for site visits, recording and
preparing monthly grant meeting notes, and other duties as assigned.
Job Relationships
> Supervised by the Director of Institutional Advancement and Advancement Services
Manager
> Must work well in a team environment and maintain excellent relationships with museum
staff, board, donors, vendors, visitors and various D.C.M. constituencies.
Experience
> Related office experience, preferably in a museum or other non-profit setting or an
equivalent combination of education, training and experience.
Skills and Abilities
> Proficiency in MS Word and MS Excel is essential; knowledge of fundraising software is
helpful.
> Strong planning and organizational abilities; attention to detail; excellent written
communication skills; high level of analytical, presentation, negotiation, problem solving
and customer service skills.
> Knowledge of accounting principles and skill in bookkeeping activities, such as
performing basic mathematical calculations.
> The nature of the work requires this person to execute assignments and tasks under only
general supervision, to demonstrate strong initiative, to exercise considerable discretion
and independent judgment, and to deal independently with volunteers, other departments,
community partners and the public.
> Perform basic mathematical calculations.
The following abilities are required for the position: (a) Communicate appropriately and
clearly both verbally and in writing with telephone callers, office visitors and co-workers.
Comprehend and speak English with the general public and co-workers; (b) Operate office
equipment in order to send and receive information with necessary optical, auditory and
manual dexterity; (c) Use a keyboard and mouse to enter, retrieve or transfer words or data;
(d) Sit for extended periods of time; (e) Lift items weighing up to 20 pounds occasionally; (f)
Climb up and down stairs or use an elevator daily; (g) Tolerate dust and fumes from
general cleaning and maintenance procedures.
Optional requirements:
Manual dexterity necessary to handle bills and coins
Display the reading skills necessary to proofread written materials
Negotiate travel locally and nationally
Tolerate frequent interruptions in the work process
Perform analysis on data to form reasonable conclusions and be able to demonstrate
findings to others.
Other
Must have driver’s license, own transportation and appropriate liability insurance.
Status
Full Time, exempt
Contact
Send resume with letter of interest to:
Rosie Sajak
Director of Institutional Advancement
DuPage Children’s Museum
301 N. Washington St.
Naperville, IL 60540
No Phone Calls, please.
DuPage Children’s Museum is an Equal Opportunity Employer
DuPage Children's Museum web site: www.dupagechildrensmuseum.org