Membership and Visitor Services Coordinator

About the Opportunity

The Membership and Visitor Services Coordinator at the Art Museum of WVU oversees a loyal base crucial for sustaining the Museum's budget through lifetime value and recurring membership revenue. They drive engagement among current and prospective members to boost annual revenue, crafting strategies that enhance member visitation, renewals, and ancillary purchases such as venue rentals, classes, and travel engagements. Managing the acquisition, stewardship, and retention of members, the Manager collaborates strategically with Development, Public Programs, Marketing, and Education teams to achieve membership growth and support.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays
• 15 annual leave (vacation) days per year or more based on years of service
• 18 sick days per year
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What You'll Do

• Core contact for incoming calls and visitors to the WVU Art Museum and Museum Education Center. Monitor and respond independently through written and verbal notification to telephone calls and general inquiries which may pertain to specific areas of responsibility such as rentals and member benefits within the WVU Art Museum and Museum Education Center.
• Manage membership program, fulfilling all benefits, including events, member premiums, cards and weekly/monthly acknowledgment letters.
• Check and respond to, as appropriate, Museum and Friends' e-mail and voicemail messages. Record Museum Voicemail messages. Coordinate communications including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibition openings, and checks for accuracy of mailing.
• Investigate confidential matters pertaining to membership and financials, create and maintain dual filing systems using discretion to manage confidential correspondence and records, schedule appointments, travel reservations and committee meetings.
• Handle all arrangements relating to meeting times and dates, location, set-up requirements, billing information, and notification of specifics to participants.
• Develop strategies of renewal process in a timely manner including mail, phone, email and, if applicable, automated processes.
• Evaluate existing membership benefits and premiums and propose innovative events and programs for current members as well as prospects.
• Take a lead role in planning and implementing all member and patron events, including developing communications plan, coordinating logistics with appropriate departments, establishing RSVP procedures and monitoring response.
• Under the guidance of the museum Director, create and execute strategies and action plans that strengthen relationships with current members, and introduce prospects to the Senior Director of Development and encourage members to upgrade to patron and major giving levels.
• Coordinate, organize, review and edit materials for bulk mailings for fundraising activities, (i.e. capital campaigns, receptions, thank you acknowledgments, Friends of the Art Museum, Mesaros Galleries and other Museum events), as well as a variety of mass e-mail communications (i.e. student MIX system, faculty and staff, internal and external constituents of the University) regarding building issues, upcoming special events, sent out under the Museum Director's signature.
• Develop and track metrics and success criteria for membership programs and Annual Fund campaigns, continually assessing their effectiveness and reporting regularly to the development team.
• Develop initiatives with CCAM for membership retention of currently enrolled students and alumni.
• As required coordinate and participate in special events (donor related, dedication, museum events, etc.) receptions and committee meetings as assigned by the Museum Director. Responsible for invitations, RSVP's, scheduling of rooms, refreshments, and billing Information, etc.
• Manage the Museum Education Calendar to ensure there is no overlap in scheduled functions. Communicate schedules to Museum staff. Schedule and decide for committee meetings, programs, seminars, workshops, receptions and other events in the Museum Education Center and for setting up needed furniture and equipment. Answer inquiries about facility rentals, show space to potential clients, keep an event calendar, and complete rental agreement forms and communicate procedures for rentals to clients.
• Support the Director in managing patron/committee events and logistics.
• Provide support for other departmental projects, including exhibition openings, travel events and internal museum celebratory events such as galas or anniversaries.
• Distribute parking permits to visitors of the WVU Art Museum and Museum Education Center.
• Maintain master files for the WVU Art Museum and Museum Education Center and develop new filing systems when needed. Maintain security and confidentiality of evaluation/personnel files and other sensitive information. Assist with the preparation of required personnel forms as needed for Director's use in hiring, evaluating, and training staff; and maintain confidentiality of evaluation/personnel files.
• Collect payments four Museum, Museum Education Center facility rentals and Friends' events. Complete appropriate deposit forms and designate appropriate accounts for deposits. Submit deposits to CCA EBO and monitor accounts to ensure deposits are posted correctly.
• Coordinate communications, including the creation and maintenance of mailing lists for the Friends of the Art Museum, exhibit openings; and maintain accurate mailing lists.
• Build supportive, collaborative relationships with museum program staff to ensure accountability and assistance in cultivating new members and prospect donors.
• Keep abreast of the latest trends and developments in museum membership models and the art world.
• Prepare and distribute minutes and agenda for Friends Committee and other meetings; assisting with preparation of PowerPoint presentations.
• Compose and proofread reports and correspondence for review and signature of the Art Museum Director.
• Proofread printed materials and correct errors in draft form. Provide clerical assistance for the Friends' membership, programs and schedules.
• Participate in training and professional development sessions to enhance job performance.
• Perform other duties as assigned and needed.