About Our Organization

Founded in 1968, the Studio Museum in Harlem is the nexus for artists of African descent locally, nationally, and internationally and for work that has been inspired and influenced by Black culture. It is a site for the dynamic exchange of ideas about art and society.

Job Summary

The Development Associate reports to the Senior Director of Development and plays a key role in supporting the organization’s fundraising operations and administrative functions. This position is responsible for accurate and timely gift processing, donor record management, and the production of IRS-compliant acknowledgements using the Tessitura CRM. The Development Associate works closely with Development and Finance teams to ensure data integrity, financial reconciliation, and effective tracking of fundraising activity.

In addition to gift processing and database support, the Development Associate provides administrative and coordination support across the Development department, including maintaining gift agreements, managing fundraising calendars, supporting donor events, and facilitating cross-departmental collaboration. The ideal candidate is highly detail-oriented, organized, and collaborative, with strong communication skills and the ability to manage multiple priorities while supporting the organization’s mission and fundraising goals.

Essential Duties and Responsibilities 

Gift Processing & Tessitura CRM

• Collaborate with fundraising and finance teams on accurate and timely contribution processing (one-time donations, pledges, payments, in-kind, stock)

• Create and update donor records, ensure data hygiene, manage constituent information, update credit lines

• Generate timely and IRS-compliant acknowledgements, receipts, and donor recognition listings

• Process pledges, manage reminders, track delinquencies, handle declined credit cards and conduct follow-ups

• Review daily online batches

• Annually create and update campaigns, appeals, sources 

• Work with Database Manager and Senior Director of Development on developing reports and analytics dashboards that aid in tracking Development team progress

• Assist with reconciliation between Development (Tessitura) and Finance (NetSuite) systems 

• Process all Special Events contributions and acknowledgements

Development Department Administration

• Supports the capital campaign, including the organization of files, drafting written reports, gift processing, and acknowledgements

• Create and maintain reference outline of organizational systems by department

• Maintain gift agreement files 

• Develop and maintain funding credit trackers—tracking sponsor level / structure verbiage, donor benefits, logo art

• Provides administrative support to the Development team—assisting with preparing meeting and proposal materials, managing office needs, invoice processing, scheduling, departmental credit cards reconciliation

• Manages Development calendar of coordinated efforts across areas including donor events, annual campaigns, annual reports

• Schedules and works with team to develop agendas for cross-departmental meetings with Communications & Marketing, Learning & Engagement, Curatorial, Director’s Office, Finance

• Oversees development of annual reports (starting with FY26), including data collection, donor lists, writing programmatic summaries, working with graphic designer, and ensuring upload to website

• Manages requests for exhibition and building tours, coordinating between Curatorial, Learning & Engagement, and Development areas

• Attends donor events and performs other duties as assigned

Skills and Qualifications  

• Experience working with Tessitura or similar CRM system

• Proficiency with Microsoft Office Suite

• Strong written and oral communication skills

• Attention to detail and accuracy

Education and Experience 

• Candidates must have a BA

• 2-4 years of administrative work experience
• Previous background with arts or non-profit organization preferred

Physical Demands 

N/A

Work Environment 

N/A

Compensation

$30 per hour

A competitive benefits package is provided, including medical, dental, life and long-term disability insurance, a retirement account, and substantial vacation time.

Application Instructions

Please upload your resume and a cover letter to your application. No phone calls or emails, please.  

Please note that while careful consideration will be given to each submission, only a select number of applicants will be contacted due to the volume of interest.

The Studio Museum in Harlem is an equal opportunity employer and considers all candidates for employment regardless of race, color, sex, age, gender identification, national origin, creed, disability, marital status, sexual orientation, or political affiliation. We celebrate our inclusive work environment and encourage folks of all backgrounds and perspectives to apply. At the Studio Museum, we are committed to having an inclusive and transparent environment where every voice is heard and acknowledged. We embrace our differences, and know that our diverse team is a strength that drives our success.  

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.