Current Employment Opportunities:
- Assistant to the Executive Director and Secretary to the Board of Directors
- Facilities Maintenance (Part Time)
- Grant Writer (Part Time)
Assistant to the Executive Director and Secretary to the Board of Directors
The Florida Holocaust Museum is seeking a full-time administrative professional to coordinate and facilitate the complex administrative tasks of the Executive office. Reporting to the Executive Director, the Assistant to the Executive Director & Secretary to the Board of Directors has the following responsibilities.
Duties and Responsibilities:
Assistant to the Executive Director
- Manages and assess daily needs and priorities of the Executive Director, including complex calendar management.
- Facilitates Executive Director’s email and written correspondence.
- Serves as first point of contact and liaison with a high level of confidentiality for all the Executive Director’s contacts, including Board members, donors, government officials, artists and others.
- Receives visitors, telephone calls and mail for Executive Director; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.
- Schedules appointments for the Executive Director; coordinates and schedules meetings on- and off-site; makes travel arrangements as necessary.
- Reviews and briefs for the Executive Director’s attention news articles, reports, bulletins and other materials.
- Composes letters and memoranda for Executive Director’s signature.
- Prepares purchase orders, expense reports and credit card reconciliation for the Executive Director.
- Maintains files and records for the Executive Director.
- Coordinates and completes projects and administrative assignments as directed by the Executive Director.
- Prepares and types a variety of routine and special reports from source material in files, including confidential material.
Secretary to the Board of Directors
- Coordinates Board of Directors and Committee meeting schedules; collects RSVPs for quorum; drafts the Executive Director’s monthly presentation to the Board; prepares meeting packets by gathering reports from senior staff members; attends meetings and takes notes; follows up on action points.
- Maintains Board of Directors files. Assists board members with a variety of organization-specific requests.
- Participates in certain organization committees as required. Attends committee meetings on behalf of the Executive Director as required.
- Order or purchase consumable and non-consumable supplies for Board of Directors, committee and staff meetings. Prepares expense reports.
- Bachelor’s degree preferred.
- Minimum of 2 years of experience in providing high administrative support to elected officials or senior management staff, or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
- Must be very efficient, organized and able to handle multiple interruptions.
- Demonstrate strong knowledge of business English and show excellent oral and written communication skills.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook; Raiser’s Edge; and internet research.
- Ability to prioritize tasks and work independently on complex and confidential administrative tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks.
- Demonstrate ability to deal with the Board, public, volunteers, and staff in a professional, effective and courteous manner.
- Demonstrate ability to independently prepare agendas, meeting minutes, and related complex or confidential correspondence.
- Experience in the nonprofit/cultural arena preferred.
Resumes with cover letter should be sent to: email@example.com
No phone calls regarding position. Candidates chosen for an interview will be contacted via email.
Facilities Maintenance (Part Time)
Provide light maintenance to ensure safe, comfortable conditions for visitors and staff at The Florida Holocaust Museum.
Duties and Responsibilities:
- Maintain the Museum’s exterior.
- Set up and break down chairs and tables for events.
- Perform minor electrical and plumbing repairs.
- Fix door handles, patch walls, and other light maintenance jobs.
- Paint gallery walls as instructed.
- Assist housekeeping with access to spaces and cleaning supplies.
- Alert supervisor when maintenance issues require a contractor or vendor, cleaning or maintenance supplies run low, or safety issues arise.
- High school diploma and 2-3 years experience required.
- Ability to communicate in English required.
- Ability to lift 50 pounds required.
- Background check and drug screening required.
- General maintenance field experience.
Please send your resume by email to firstname.lastname@example.org. Applications are also available at the Museum during open hours (daily 10am–4pm). Open for applications until this position has been filled.
Grant Writer (Part Time)
The Florida Holocaust Museum (The FHM) seeks an enthusiastic and dynamic Grant Writer who will be responsible for developing and writing winning grant proposals designed to secure funding from public institutions, private foundations, corporations and other grant-making entities to support and implement all aspects of the Museum’s program. The Grant Writer will possess exemplary writing and communication skills and will persuasively convey The FHM’s mission and programs to potential funders. Reporting to the Director of Advancement, this person will develop strategies, craft narratives, assemble and submit grant requests (including budgets), conduct prospect research, and maintain a calendar of submissions and reporting deadlines as well as creating and overseeing the necessary tracking systems and procedures.
- Conduct the full range of activities required to conceptualize, write, submit, and manage grant proposals
- Maintain calendar to ensure timely submission of letters of inquiry, proposals, and reports
- Liaise with finance, curatorial, visitor services, etc. to collect relevant financial, program, attendance and audience detail to create budgets and compelling collateral
- Comply with all grant reporting requirements
- Provide stewardship to current supporters by providing regular updates and giving key stakeholders opportunities to engage with leadership
- Research prospects for new grant support
- Assist with stewardship and recognition of institutional supporters
- Coordinate site visits for program officers and appointments for the Executive Director and the Director of Advancement with foundation leadership, as necessary
- Maintain records in database and in paper format, including grant tracking and reporting
- Maintain current and accurate list of institutional credit lines for print, website, donor wall and other collateral materials
- Assist with other fundraising projects as requested
The successful candidate will be able to craft funding proposals in a clear and compelling manner. Excellent writing, analytical and research skills are essential. Candidates must be detail-oriented, highly-organized and have impeccable discretion with regard to confidential information.
The Museum seeks a self-starter who is able to meet deadlines, work collaboratively and manage several projects at once. The ideal candidate will also have:
- 2-5 years of successful grant writing experience
- Bachelor’s degree in a relevant field
- Ability to work well under pressure
- Exceptional communication skills with the ability to seek and synthesize information in a compelling and succinct form
- A solid understanding of budgets, as they relate to proposal and grant procurement
- A strong understanding of the development process and nature of foundation philanthropy
- Familiarity with Arts and Culture funders
- Proficiency with the Internet and computer software, specifically Microsoft Office. Knowledge of Raiser’s Edge a plus.
Salary will commensurate with experience, skills and knowledge.
Please send cover letter, resume, and grant writing sample to: email@example.com
No phone calls or faxes, please.
Current Internship Opportunities:
- Public Relations Department
- Exhibitions and Collections Department
- Development/Membership Department
Public Relations/Marketing Intern
The Florida Holocaust Museum is seeking a public relations/marketing intern for Fall 2018 semester.
The Public Relations Intern will assist the Marketing Communications Specialist with tasks related to marketing and media relations.
Supports Public Relations/Marketing in the following areas:
•Coordinate Museum’s newsletter.
•Assist in special events coordination, from beginning to end; selecting venue, set up and break down of the room, prepare programs/agendas, assemble gift packages.
•Assist with designing and layout of program/event invitations.
•Maintain and update media and VIP lists in database.
•Prepare bulk mailings, press releases and press kits.
•Organize and maintain Museum-related news articles and photographs.
•Perform other duties as required.
•Sensitivity to issues of racism/intolerance and Holocaust survivorship.
•Ability and willingness to learn about PR practices and protocol.
•Familiarity with Microsoft Office, databases and other computer programs (Adobe InDesign, Photoshop)
•Familiarity with digital imaging, photography, and related equipment
•Strong attention to detail without compromising ability to multi-task
•High level of organization
•Self-motivated, consistently responsible and dependable
Education: Enrollment in or completion of an academic program in Public Relations, Communications, Journalism or Mass Media. Must have a basic understanding of public relations and its broad scope which includes all media relations. Competent proof-reader, and comfortable with revising and editing documents.
Please send your resume, including relevant coursework, and three writing samples to firstname.lastname@example.org. Open for applications until this position has been filled.
Exhibitions and Collections Intern
The Exhibitions and Collections Intern will assist with tasks related to traveling and permanent exhibitions and the Museum’s artifact, art, and archives collections as needed. Specific projects are not guaranteed. The intern’s activities may include, but are not limited to, the following:
• Assist with exhibition preparation, installation, and deinstallation.
• Provide additional support and assistance as needed regarding exhibitions.
• Assist with collections management and organization: may involve taking inventories, cataloging, entering data in the museum collection database, writing condition reports, research, and handling for storage.
• Continue digitization of the collections by taking photos or scanning documents.
• Scheduling, travel coordination, purchasing supplies and mailings.
• Drafting and processing purchase orders related to the Museum’s current offsite storage project.
• Provide additional support and assistance as needed regarding exhibitions and collections activities.
• Sensitivity to issues of racism/intolerance and Holocaust survivorship
• Strong recognition of the importance of historical artifacts and archives
• Ability and willingness to learn and follow proper handling practices
• Familiarity with Microsoft Office, databases and other computer programs
• Familiarity with digital imaging, photography, and related equipment
• Strong attention to detail without compromising ability to multi-task
• High level of organization
• Self-motivated, consistently responsible and dependable
• Ability to lift, move and/or carry 15 pounds and to assist other staff with large, heavy and awkward items (including objects, exhibition furniture, or storage crates)
• Ability to climb ladders or stairs for object storage, transport and/or maintenance as needed
Supervision: The Exhibitions and Collections Intern will report to the Exhibitions and Collections department staff.
Education: BA degree in Museum Studies, Library Science, History, Art History or related field.
Experience: Some museum-related experience required.
Please Note: Those not local to the Tampa Bay Area, this is a voluntary/unpaid position. Priority will be given to students seeking college credit. The FHM will comply with academic guidelines in exchange for credit. Academic internships are by semester.
Please send resume, cover letter, and writing sample to Tori King, Museum Registrar, at email@example.com. Open for applications until this position has been filled.
The Florida Holocaust Museum is seeking a Development/Membership intern for the Spring 2018 semester.
Development seeks an intern who is currently attending college or graduate school, or a recent graduate, that has an interest in fundraising and membership. The intern will assist with researching prospective foundation, corporate, and individual donors; developing membership strategies, coordinating special events; filing, data entry, and other administrative tasks. Candidates should have good research and computer skills.
• Assist with administrative, clerical, and data entry duties
• Conduct research for special projects and prospective donors including individuals, foundations, government agencies, and corporations.
• Process monthly renewals for members and annual giving donors.
• Support cultivation and stewardship efforts including drafting solicitation and acknowledgement letters.
• Enter and track development activity in the department’s fundraising database system (Raiser’s Edge)
• Assist with special events and major campaigns logistics.
• Staff special events as needed.
• Perform other duties as required.
• Sensitivity to issues of racism/intolerance and Holocaust survivorship
• Interest in fundraising and/or non-profit development
• Flexible, able to work in a fast paced environment
• Keen attention to detail and superior organization skills
• Professional attitude and respect for confidentiality of work
• Knowledge of Microsoft Office programs.
• Knowledge in Raiser’s Edge database preferred, but not required.
Education: Enrollment in, or completion of, an undergraduate or graduate academic program in Arts Administration, Museum Studies, Political Science, Nonprofit Management, or related field.
Please send a resume and cover letter to Maria Johnston, Director of Advancement, at firstname.lastname@example.org. Open for applications until this position has been filled.
About The Florida Holocaust Museum:
The Florida Holocaust Museum (The FHM) honors the memory of millions of innocent men, women and children who suffered or died in the Holocaust. The Museum is dedicated to teaching members of all races and cultures to recognize the inherent worth and dignity of human life in order to prevent future genocide. One of only three American Alliance of Museum (AAM) accredited Holocaust museums, The Florida Holocaust Museum boasts an outstanding collection of contemporary visual art as well as the largest Holocaust research library in the Southeastern United States. Its permanent exhibition highlights the artifacts, photographs, documents and testimonies of Holocaust Survivors and Liberators who came to settle in Florida. Please visit www.TheFHM.org for more information about the Museum and its programs.