Development Operations Specialist (Part Time) chez Colonial Williamsburg Foundation

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18^th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.  

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

This critical role is primarily responsible for seamless operational and administrative support for the Development division through assisting senior division leaders. Key responsibilities include coordinating a myriad of projects and serving as the primary individual for ensuring accurate and timely submission and documentation of related purchase orders, invoices, and requisitions across the entire division, in addition to managing requests for system access.

The Development Operations Specialist monitors asset and office supply inventory and ensures new and existing hires within the division have all the necessary tools and access needed for success in their role, such as those related to the donor database. They are also responsible for ensuring all onboarding/offboarding tasks are completed in a timely manner, working with division leaders, managers, and HR as appropriate. Another significant piece of the Development Specialist’s job will be to create and maintain standard operating processes for the entire division as they relate to Tessitura, the constituent relationship management system.

 Main Duties:

• Working with department leaders, coordinating ongoing projects to ensure efficiency and collaboration across teams.
• Ensuring timely and accurate purchase orders, invoices, and requisitions are processed by working directly with department leads and accounts payable.
• Develop and maintain a high level of proficiency in the Foundation’s ERP system of record.
• Support the onboarding process for new hires by facilitating introductions, arranging technical and training needs, and ensuring proper office setup and access to systems and equipment.
• Maintain and update onboarding and offboarding workflows, ensuring completion of tasks such as Teams access, distribution lists, parking, and other setup items.
• Integrate a cohesive system for monitoring and updating standard operating procedures for the donor database. Build awareness and utilization of the SOP's across Development staff.
• Organize and document an appropriate training schedule; develop, implement, and edit to improve existing training modules.
• Manage the hardware/software assets of the division; assess requirements, confirm budget appropriation, coordinate and confirm delivery of assets with IT.
• Provide administrative support to AVPs for scheduling and communication, purchase reconciliations, summaries of departmental needs/next steps required and other support as needed for division leaders.
• Monitor office supplies and inventory with a lockbox vendor to ensure appropriate levels are consistently maintained.

Required and Preferred Education and Experience: 

Required:

• Undergraduate degree OR an equivalent combination of education, training, and/or experience.
• At least two years of experience relevant to the position such as experience providing administrative support at an executive level.
• At least 2 years of experience in a role requiring strong technical aptitude with the proven ability to navigate multiple systems.
• Experience with complex requisition and invoicing systems and procedures.
• Several years of experience using/working in Microsoft Office 365 including Word, Excel, PowerPoint, and Outlook.

Preferred: 

• Familiarity with fundraising, or nonprofit organizational structures, policies, and procedures.
• Experience managing workflows or processes in digital platforms or CRM systems (e.g., Tessitura, Salesforce, Workday, or similar).

Qualifications:

• Exceptional organizational skills.
• Strong verbal and interpersonal skills, with a polished and professional demeanor with various stakeholders and diverse interest groups.
• Ability to manage multiple requests and deadlines in an efficient manner.
• Proven ability to manage multiple projects with a variety of stakeholders.
• Be able to work with minimal direct supervision.
• Understanding and adherence to discretion and information security.
• Trusted to manage confidential information with discretion, sensitivity, and a high degree of care.