Los Angeles

The Junior Advancement Associate, Donor & Board Stewardship reports to the Deputy Director, Advancement and works closely with the Senior Manager, Director’s Affairs. The position serves as a liaison to the Board of Trustees  and other museum donor groups and councils; and supporting the Deputy Director, Advancement in duties relating to these groups and their stewardship. The position  works with the Director’s Office to improve workflow, collaboration and communication between the two departments. This role assists the Associate Director, Donor Events & Programs with all Board and donor travel, art fair, and special events needs. 

Essential Functions: 

• Serve as point of contact and liaison to the Board of Trustees and their assistants/administrators, and other museum donor groups and councils.
• Plan all aspects of the quarterly Board of Trustees meetings and Committee meetings in partnership with Deputy Director, Advancement and Senior Manager, Director’s Affairs including: scheduling, day-of logistics, communications, and meeting materials; Draft and coordinate Board and Committee onboarding process and related communications including formal welcome letters, board handbook, new Trustee orientations, fiduciary trainings, and new member announcements.
• Works with the Director’s Office to improve workflow, processes, and communication between the Director’s Office and Advancement department.
• Assist with fundraising efforts by preparing background materials and proposals, including PowerPoint decks, donor profiles, and other presentation materials.
• Manage donor stewardship, ensuring all communications, including proposals and acknowledgement letters, go out in a timely manner and provide regular tracking updates; assist with preparing special donor acknowledgements for The Maurice Marciano Director; Chair, Board of Trustees and others.
• Conduct general administrative duties including sorting mail, fielding calls and preparing expense reports. 
• Work with other departments such as Communications, Finance, and Curatorial on various projects such as holiday cards, donor magazine, budgets and related initiatives.
• Other duties and projects as assigned. 

Requirements:

• 3-5 years of related administrative experience.
• Excellent organizational skills and ability to prioritize and execute competing requests. 
• Strong written and verbal communication skills.
• Proficiency in Google Suite, Word, Excel, and PowerPoint; comfortable with technology on Windows and Mac/Apple platforms. 
• ​Proven ability to interact in a courteous and professional manner with senior leadership, Board of Trustees and their assistants/administrators. 
• ​Ability to exercise diplomacy and maintain confidentiality.
• Comfortable working both independently and as part of a team  in a fast-paced work environment.
• ​Detail-oriented with a crucial attention to accuracy in all content. 
• Effective problem-solving abilities and sound, logical decision-making skills required.  
• ​Must be able to occasionally work extended hours and  on select weekends. 
• ​Possess a bachelor’s degree in Communications, Political Science, Art, Art History, or a related field. 
• General knowledge of art, interest in contemporary culture, and organizational structure and procedures at a museum or other non-profit arts institution preferred; basic knowledge of museum bylaws a plus.

Salary Range: $65,000 – $70,000

POSITION COVERED BY MOCA/AFSCME COLLECTIVE BARGAINING AGREEMENT: NO

Physical Demands:

While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions. Must be able to visually inspect work.  Manual dexterity to operate computer and other office equipment required. 

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.

The Museum of Contemporary Art is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, creed, color, national origin, ancestry, disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), gender, gender identity, gender expression, age, sexual orientation, military status, veteran status or any other status protected under applicable federal, state or local laws. Our policy reflects and affirms the Museum of Contemporary Art’s commitment to the principles of fair employment and the elimination of all discriminatory practices.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

The Project Accountant is responsible for recording, tracking, and reconciling the Accounts Receivable function for the museum, including funds received such as restricted and unrestricted gifts, grants, and transfers; along with the monthly and annual reconciliation and tracking of project activity. This role also interacts with Advancement to ensure accurate weekly, monthly, and annual reconciliation of receipts and receivables. This role will support the CFO with administrative tasks along with external and internal projects analysis and research as needed. The employee and will serve as back up for the Accounts Coordinator for the Payables function.

Essential Functions:

• Recognize revenue through bank feeds, stocks, checks and cash received into the General Ledger system on a weekly basis
• Reconcile receipts (gifts and payments on receivables with Advancement every week, noting any variances in the treatment of the receipt between the Advancement database (Altru), bank feed or General Ledger entry and documenting and correcting the variance)
• Provide a monthly summary comparing the monthly Advancement Goal Report to the General Ledger monthly entries to Revenue, (in total as well as by department, project, and donor)
• With input from the museum program departments, set up projects and associated general ledger codes and account numbers and vendors for new projects.
• Keep a database of copies and updated copies of all gift and grant documentation
• Monthly review and reconciliation of all museum projects using QuickBooks, Altru, and other software, with a focus on direct and indirect costs.
• Provide research and proposals for billing and invoices, adjusting journal entries as possible to track all funding, spending and gifts by project.
• Work closely with departments including CFO, Director of Finance and department heads to ensure correct recording of revenue, including gift purpose, timing of release and balanced.
• Analyze budget and actual variances for each project activity with Director of Finance as part of monthly department meetings
• Provide assistance to the Director of Finance for annual insurance renewal and updates.
• Work with Senior Accountant on accurate fixed assets assignments for each project if applicable.
• Work on data entry for budget compilations annually and semi-annually.
• Review and research variance expenses and associated releases with Accounting Coordinator via Bill.com, including coding, vendor, and entry accuracy for programming spending.
• Perform appropriate back-up duties for Accounts Payable/Receivable Coordinator, as necessary.
• Act as main keeper of the Finance Calendar, reminding the CFO and Finance department of upcoming items in the bi-weekly meeting.
• Administrative assistance for the Chief Finance Officer and the Finance Department, including keeping the bank statements files up to date, managing CFO credit card, organizing team building opportunities, and celebrations.
   

Education and Experience:

BA/BS in accounting or finance required. Intermediate knowledge of MS Excel, General Ledger Accounting and Bill Management Software such as QuickBooks and Bill.com.

Hours: Full-Time

Pay: $62,500 annual salary

This position is covered by MOCA/AFSCME Collective Bargaining Unit Agreement: No

Physical Demands:

While performing the essential functions of this job, the incumbent must be able to do the following: Stand for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height. Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to visually inspect work. Manual dexterity to operate computer and other office equipment required. Heavy usage of computers and phones required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.

The Museum of Contemporary Art is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, creed, color, national origin, ancestry, disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), gender, gender identity, gender expression, age, sexual orientation, military status, veteran status or any other status protected under applicable federal, state or local laws. Our policy reflects and affirms the Museum of Contemporary Arts commitment to the principles of fair employment and the elimination of all discriminatory practices.

Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.