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DEVELOPMENT & OPERATIONS MANAGER
ARCHIVIST

DEVELOPMENT & OPERATIONS MANAGER

32 – 40 HOURS / WEEK

*** Send cover letter and resume to [email protected]

Job Summary

Reporting to the Executive Director, the Operations Manager is responsible for the overall functionality and flow of business and program operations, membership initiatives and database management.


Areas of Responsibility:

Development

  • Prepare and execute consistent annual membership mailings and digital outreach, including 1) monthly renewal, 2) reminder and 3) thank-you notices.
  • Enter membership and sponsorship data into two separate databases; Manage data in Donor Snap and Constant Contact.
  • Proactively generate reports based on specific criteria to track success, return rates, lapsed members, missed opportunities and communication follow-up.
  • Based on retention data, discuss action plan with Executive Director and execute according to determined timeline for both members and sponsors.
  • Provide analysis of mailings, outreach and follow-up with monthly reports to the Executive Director and Board Membership Committee.
  • Assist Executive Director in managing sponsor relationships; keep thorough and updated sponsor data on the server; complete gift and thank you mailings in a timely manner.
  • Research grant opportunities and deadlines.


Accounting

  • Acquire knowledge of budget, fundraising goals.
  • Manage PayPal account, processing and reconciliation on a bi-weekly basis.
  • Monitor RSVP system through website and pull data for events and programs.
  • Complete fulfillment through the on-line store.
  • Manage through self or volunteers – program and event check-in and payment systems.


Campus and Office

  • Assist ED with management of vendors and partners: IT, phone system, City of Delray Beach, Delray Beach CRA.
  • Manage and fulfill office supplies and computer equipment needs.
  • Along with other staff, answer phones and greet walk-ins.


Program Assistant

  • Manage the docent and tour volunteer program. Work with Volunteer Coordinator.
  • Assist Executive Director with completing applications for school tours; develop and nurture relationships with local schools and the education community. Work with Board and Education Guild members to set and meet Society goals for school outreach.
  • Schedule group tours and off-ste presentations for schools, homeowners, civic groups and senior center presentations.
  • Set up member acquisition at socials, lectures, workshops, summer camp, elder circle and other programs and projects as necessary.
  • Keep up consistent updates to Constant Contact email list.


Community Relations

  • Represent the society at City functions and meetings, as necessary.
  • Nurture relationships with area Historical Societies, library and cultural centers.
  • Prepare materials for off-site programming (collateral, member forms, cash, etc.). Track and reconcile when complete.


Qualifications:

  • Ability to understand and embrace all of the opportunities and challenges working within a small non-profit environment.
  • Desire to embrace the mission of the society and fulfill job duties to advance our cause.
  • Ability to think analytically and quantitatively, using deductive reasoning and problem solving.
  • Well-versed in basic bookkeeping and record keeping principles and practices and their application to accounting transactions including reviewing, posting, balancing and reconciling financial records.
  • Ability to maintain accurate financial records and prepare accurate and timely reports.
  • Ability to practice discretion and maintain confidentiality.
  • Required advanced computer skills: Database software such as Donor Snap or Razor’s Edge, Constant Contact, Microsoft Office suite.
  • Strong problem solving, project management, time management and multi-tasking skills.
  • Desire and strong ability to communicate with diverse members of the community.
  • Excellent communications skills, engaging with the public and stakeholders; professional demeanor and presence.


The Delray Beach Historical Society is an equal opportunity employer.


ARCHIVIST

Part Time: 32 hours/week

(Transition to full-time / salaried)


*** LOCAL CANDIDATES ONLY ***
SEND COVER LETTER & RESUME TO [email protected]


Job Summary

Reporting to the Executive Director and the DBHS Archive Committee Chair, the Archivist oversees the acquisition, preservation, expansion, and public accessibility of the Society’s curatorial and archival collections. Serves as content development partner for exhibits, website, press.


Responsibilities

  • Oversee the careful preservation of the City of Delray Beach’s archival collection, spanning over 65,000 items; study and become familiar with all items in the collection.
  • Oversee the cataloging and digitization of archive content. Requires the management of consultants and outside vendors.
    Research and complete grants for digitizing and preservation of the archives.
  • Accept and process new materials into the archival collection in accordance with the Society’s policies and procedures.
  • Monitor the condition of the archival collections and make recommendations for continued preservation and access.
    Serve the public with research, image and information requests.
  • Access content for and maintain archive news and materials for the website; assist the ED with content gathering and assimilating information for writing assignments, media releases, exhibits, the Society’s newsletter, and article submissions.
  • Using archive content, assist the ED with preparing educational materials for classes and teaching modules for on-site classes and off-site presentations.
  • Work with the ED and the Archive Committee to prepare and monitor budget for archive expansion and maintenance; assist in identifying and pursuing funding and grant opportunities as it pertains to the preservation of the Society’s archival collection.
  • Assist the ED and the Archive Committee in identifying modern and technologically sound preservation protocol for archival collections; keep informed about developments in the preservation community as well as open source and proprietary tools for collection preservation.
  • Oversee the Society’s archive cataloging and digitization process. May include managing a professional consultant or vendor.
  • As time allows, participate in community-wide professional activities and organizations; nurture and maintain good relationships with local and regional Libraries, Historical Societies and Cultural Centers.
  • Oversee the Oral History project with partners for the archive. Prepare quarterly deliverables report for stakeholders.
  • Maintain records of archive projects, programs and activities; write monthly report of activities for the Board of Governors.


Qualifications

  • Archiving knowledge – Must be knowledgeable about both digital and traditional archival procedures and capable of preserving physical material as well as using metadata schemes for computer systems.
  • Must be able to assess materials accurately, conduct thorough research, seek information from various sources with a critical eye.
  • Must be able to classify all materials, prepare indexes and inventories for efficient access for often complex projects.
  • Preferred: ALA-accredited MLS degree with specialization in archives administration or CA certification, or an equivalent combination of education and similar experience.
  • Required: Minimum 5 years working in an archive and special collections.
  • Required: Experience with cataloging and providing library reference, preferable in an academic or museum setting; knowledge of current archival organization and description standards.
  • Required: Knowledge of computer standards for application in archives or libraries.
  • Proficient with MS Office programs, database software and Photoshop; knowledge of WordPress website platform.
  • Required: Excellent written and verbal communication skills, organizational skills and attention to detail.
  • Strong problem solving and multitasking skills; strong ability to serve the public with a variety of requests.
  • Passion for local history. A desire to embrace the opportunities and challenges of working within a non-profit environment.
  • Must be flexible and a team player; must be able to juggle shifting priorities if necessary.
  • Must enjoy serving the public and possess a pleasant demeanor. Strong ability to collaborate with staff and volunteers on a variety of projects.
  • Ability to work independently and manage highly sensitive material in a confidential and secure manner.
  • Excellent capabilities to foster and nurture relationships.


The Delray Beach Historical Society is an equal opportunity employer.
Job Type: Part-time transitioning to full-time