Advancement Associate (Part-Time)

Advancement Associate (Part-Time)
Stanley-Whitman House | Farmington, Connecticut

ABOUT THE ORGANIZATION

Stanley-Whitman House, a National Historic Landmark, is a museum and living history center that collects, preserves, and interprets the history and culture of 17th-19th-century Farmington, Connecticut. As Farmington's first museum, it has operated since 1935 under the auspices of the Farmington Village Green and Library Association (FVGLA), a nonprofit 501(c)(3) educational organization. In addition to the museum, Stanley-Whitman House stewards three FVGLA historic properties: Farmington's Village Green and two historic burial grounds, Memento Mori Cemetery and Scott Swamp Cemetery. Our advancement activities span membership, annual giving, grants, events, and corporate partnerships, and require a detail-oriented partner who can work independently and collaboratively in a small-staff environment.

POSITION OVERVIEW

The Advancement Associate works under the direct supervision of the Executive Director and Curator and is responsible for supporting and executing the museum's donor relations, membership, and fundraising activities. This position focuses on the relationship side of development: maintaining donor and membership records, ensuring timely acknowledgment of gifts, coordinating membership communications and renewals, supporting event logistics and online listings, managing volunteer engagement, and assisting with grant tracking and narrative reporting.

The Advancement Associate works in close coordination with SWH's part-time contracted Bookkeeper, who maintains financial records in QuickBooks Online. The Associate is responsible for the donor relationship record in PastPerfect; the Bookkeeper is responsible for the financial record. These systems must remain consistent, and regular coordination between the two roles is essential. The Advancement Associate does not have unilateral authority to commit organizational resources, enter into agreements, or approve expenditures; those authorities rest with the Executive Director and, where required, the Board of Directors.

RESPONSIBILITIES

• Maintain accurate and current donor and membership records in PastPerfect museum software, including gift entry, membership renewals, upgrades, and lapsed member tracking
• Prepare and send donor acknowledgment letters promptly and in accordance with IRS substantiation requirements
• Coordinate with the Bookkeeper to ensure gift records in PastPerfect and QuickBooks Online are consistent
• Support the development and execution of annual fund appeals, membership renewal campaigns, and other solicitations
• Provide regular reports to the Executive Director on giving activity, membership status, and campaign progress
• Assist with cultivating and stewarding relationships with individual donors, members, and corporate sponsors under the direction of the Executive Director
• Support corporate membership and sponsorship initiatives, including acknowledgment and recognition
• Help research and identify prospective donors and institutional funders
• Post and maintain event and program listings across online calendars and community platforms
• Support the planning, logistics, and follow-up of fundraising and cultivation events; coordinate with the Bookkeeper on post-event financial reconciliation as needed
• Support volunteer recruitment, onboarding, and retention; track volunteer hours and engagement, and report regularly to the Executive Director
• Track active grant deadlines and narrative reporting requirements; assist the Executive Director in compiling narrative materials and supporting documentation for grant reports and proposals; coordinate with the Bookkeeper on financial components
• Assist with research on potential new grant and funding opportunities
• Prepare materials and take minutes for Advancement Committee meetings
• Assist with Constant Contact email communications and other donor outreach
• Provide administrative support to the Executive Director as needed
• Available to attend Stanley-Whitman House Board of Directors meetings and Advancement Committee meetings when requested by the Executive Director
• Perform other duties as assigned

SYSTEMS

The Advancement Associate works primarily in PastPerfect museum software for donor and membership records, and is expected to be comfortable with a range of platforms including Constant Contact for email marketing, Square for point-of-sale, and Eventbrite for event registration. Familiarity with Google Suite and Microsoft Office is required.

QUALIFICATIONS

• Experience in nonprofit development, membership management, or a related field preferred; we welcome candidates at a range of career stages whose background demonstrates strong organizational skills, excellent writing, and genuine commitment to the museum's mission
• Familiarity with PastPerfect or a comparable donor database preferred
• Experience with Constant Contact or similar email marketing platforms a plus
• Experience with Square Point of Sale or Eventbrite a plus
• Strong written and verbal communication skills
• Exceptional attention to detail and organizational skills
• Ability to work independently and coordinate effectively across a small staff
• Valid driver's license; ability to lift up to 30 lbs
• Availability for occasional evening and weekend hours for special events

COMPENSATION AND SCHEDULE

$22 per hour, 24 hours per week, non-exempt. This is an in-person position based at Stanley-Whitman House in Farmington, Connecticut, Wednesday through Friday, 10:00 AM to 4:00 PM. Some evening and weekend hours are required for special events. On-site parking is provided.

TO APPLY

Send a cover letter and resume to Andy Verzosa, Executive Director, at [email protected]. Applications reviewed on a rolling basis.

The Stanley-Whitman House is an equal opportunity employer.