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Executive Assistant

Vice President for Development

Manager, Collection Data

Shipping Registrar

Film Projectionist


Vice President for Development

Job Title: Vice President for Development

Reports To: Dr. Bruce Barnes, Ron and Donna Fielding Director of George Eastman House

Status: Full Time

Start Date: Immediately

Posting Dates: June 2 - June 13, 2014

GEORGE EASTMAN HOUSE is seeking an experienced professional to serve as its Vice-President for Development ("Development VP"). The roles will include developing and implementing a strategic plan to broaden its donor base, especially nationally and internationally; managing the Development Department; collaborating and coordinating with other museum departments; developing relationships with individuals, foundations and corporations who are current or prospective donors. The Development VP will report directly to Bruce Barnes, the Ron and Donna Fielding Director (CEO) of George Eastman House.

Institutional Overview: George Eastman House holds world-class collections of photographs, motion pictures, photographic and cinematic technology, and photographically illustrated books. The museum, established as an independent non-profit institution in 1947, is located at George Eastman's home and estate, a National Historic Landmark in Rochester, New York. The institution offers joint advanced degree programs (with the University of Rochester) in Film Preservation and in Photographic Preservation and Collection Management. George Eastman House has approximately 110 full-time and part-time employees.

Institutional Missions: The three key missions of George Eastman House are: (1) preserving and conserving our world-class collections, as well as George Eastman's historic house and gardens; (2) leadership in advancing the appreciation and understanding of these the fields of photography and cinema, with an emphasis on collaborations with major U.S. and international museums; and (3) serving the greater Rochester community.

Development Department Staff: The current Development Department consists of nine positions: VP of Development, manager of membership and individual giving (with two support staff), manager of institutional giving, grants officer, manager of special events, research assistant, and executive assistant.

Strategic Role

As head of the Development Department and one of the members of the museum's senior staff, the Development VP's essential roles will include working closely with the museum's Director, curators, other staff members, and trustees to envision, develop and implement strategies to advance the following objectives:

  • Broaden our donor base, with an emphasis on developing new national and international donors, as well as strengthening our local donor base.
  • Creation and development of an International Council and an Artists Council that would support the museum financially and through gifts to our collection.
  • Broaden our base of annual giving (operating) support among individuals, institutions, and governmental agencies.
  • Develop and execute a major gift campaign to build the institution's endowment and, potentially, expand or enhance museum facilities.
  • Collaborate with Director to develop and communicate the museum's strategic plans.
Operational Responsibilities
Donor development
  • Establish and build relationships with individuals and institutions to develop prospective donors.
  • Collaborate with Director on the development of donors and prospective donors.
  • Work with trustees and with curators and other staff members to identify prospective donors and sponsors for special projects and exhibitions.
  • Effectively steward individual and institutional donors.
  • Make gift requests independently, or with the Director, Trustees or curators, as the situation may require.
  • Collaborate with curatorial departments (i.e., Photography, Moving Images, Technology, Library, House, Gardens) in developing relationships with collectors and donors and in fundraising activities.
  • Supervise identification of, application for, and securing of grants and other funding for exhibitions, publications, collection research, and other projects.
  • Expand the 900 East Avenue Society, George Eastman House's planned giving society.
  • Supervise development efforts through support organizations, including the Eastman House Council.
  • Supervise development efforts through members' programs and fundraising events.
Trustee relationships
  • Build and maintain effective working relationships with members of the Board of Trustees and its committees, as well as Trustees Emeriti.
  • Enlist Trustees to participate actively in development activities.
  • Serve as staff lead for the Committee on Trustees and the Development Committee, and attend all meetings of the Finance and Executive Committees.
  • Provide quarterly reports to the Board of Trustees.
Donor communications and information
  • Create and oversee development of fundraising letters, proposals and presentations targeted to each audience.
  • Expand membership and improve member retention rate through onsite sales, upgrade appeals, online efforts, benefits programs, and lapsed-member campaigns.
  • Develop and oversee effective use and maintenance of donor database (Raiser's Edge).
Department management
  • Train, manage, supervise, and evaluate departmental staff members to achieve the goals of the department and George Eastman House.
  • Identify, recruit and hire new departmental staff members as necessary to further the goals of the department and George Eastman House.
  • Coordinate with Director and other departments to ensure alignment of the Development Department with the goals of George Eastman House.
  • Ensure that staff focuses on meeting key goals and on working cooperatively within and outside the Development department.
  • Plan, develop, implement, and manage approved Development department budgets and allocation of departmental resources.
Interdepartmental activities
  • Collaborate with Communications and Engagement Department to raise awareness and reputation of George Eastman House.
  • Serve as member of the Exhibitions Committee.
  • Participate as a stakeholder in development of George Eastman House's new website.
Other
  • Represent George Eastman House at community events and functions.
  • Develop productive relationships with peer professionals and institutions.
  • Other responsibilities and projects as assigned by the Director and/or Board of Trustees.
Minimum Qualifications
Education
  • Bachelor's degree required; Master's degree, preferred.
Work Experience
  • Must have at least eight years' experience in development role in a museum (preferred) or other not-for-profit cultural or educational organization.
  • Must have previous management and supervisory experience.
  • Must have experience working with trustees, patrons and community leaders.
  • Must have experience in securing support from diverse funding sources-individuals, foundations and corporations.
  • Must have experience in fundraising from a regionally diverse (ideally, national and international) donor base.
  • Must have demonstrated success in cultivating, soliciting, and securing annual operating support and major gifts.
  • Must have experience with professional museum principles, practices, and procedures.
  • Must have demonstrated accomplishments in fundraising.
  • Must have management and budgeting experience.
Personal Traits
  • Self-directed and highly motivated.
  • Team player with leadership ability.
  • Attention to detail.
  • Critical thinking and problem-solving.
  • Flexibility and adaptability.
  • Effective time management.
  • Maintain highest levels of confidentiality and discretion.
  • Understand and uphold highest ethical standards.
Skills and Abilities
  • Exemplary writing, speaking, and listening skills in English.
  • Ability to think rigorously and to communicate clearly and professionally.
  • Well-developed skills in public speaking.
  • Strong administrative, managerial, and mentoring skills.
  • Ability to interact comfortably with a variety of constituents.
  • Collegiality, diplomacy, and constructive interpersonal approach.
  • Demonstrated organizational planning, problem-solving, and teamwork.
  • Ability to manage and implement change.
  • Ability to manage, mentor and motivate staff while improving performance.
  • Ability to multitask and manage several projects simultaneously.
  • Demonstrated ability to complete projects within deadlines and budgets.
  • Ability to conceive, research, develop, and complete fundraising campaigns.
  • Willingness and ability to develop productive relationships with individuals, foundations and corporations.
  • Ability to develop and successfully manage annual and project budgets.
  • Experience developing grant proposals for foundation and government funding.
  • Proficiency in MS Word, Excel, and PowerPoint.
  • Experience with Raiser's Edge (preferred) and other donor databases.
Licenses and Certifications
  • Valid driver's license.
Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to perform successfully the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: While performing the duties of this job, the employee is regularly required to sit, walk and stand; speak and hear both in person and by telephone. The employee is required to travel independently, both domestically and internationally, and in the communities served. The position occasionally requires speaking for an extended period of time.
  • Work Environment: Work will be performed in an office environment. Some overnight and longer travel is required. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.
How to Apply / Contact

To be considered for this position, please e-mail a cover letter and current curriculum vitae to Dr. Bruce Barnes, Ron and Donna Fielding Director, via e-mail to developmentsearch@geh.org, or via mail to George Eastman House, 900 East Avenue, Rochester, New York 14607. Submission of application and other communication via e mail is preferred.

George Eastman House is an Equal Opportunity Employer

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Manager, Collection Data

  • Reports To: Museum Director, dotted line to Director of Operations and Finance
  • Status: Full Time
  • Start Date: Immediately
  • Posting Dates: : May 29, 2014 through June 12, 2014

Job Summary:

Responsible for defining and documenting standards for management and usage of collection-related data throughout the George Eastman House (the 'Museum') on a variety of digital platforms, including the collection information system (Gallery System's The Museum System-TMS), digital asset management system (DAMS) (currently Canto Cumulus), FileMakerPro databases, network fileshare and storage devices, and web images/assets. Responsible for working with the Museum Director, IT Department, Collections Management Department, and curatorial departments to ensure that standards are adhered to, workflow and setup of systems are efficient, and policies and procedures are followed consistently. Serves as the project co-manager for the TMS upgrade (TMS9.35SP4 to TMS2014) at the Museum, focusing on the functional and operational areas of the upgrade (working with the Director of IT, who will serve as the other project co-manager, focusing on the technical areas of the upgrade). Also functions as a bridge between museum departments and oversees in-house and public-access projects that utilize TMS, which functions as the centralized database of collection, exhibition, loan, and shipping information.

Major Duties:

1. Collections Information System (Gallery Systems' The Museum System (TMS)): System and Data Management

  • Serves as the empowered and authoritative functional and operational expert in the TMS system at the Museum, the head Power-User of TMS at the Museum, and the arbiter with respect to set up, changes, and all existing, new, or changed functionality in TMS:
    • In consultation with curators, Collection Manager, and the IT department, develops data and media standards, processing procedures, and terminology authorities in TMS in accordance with TMS vendor (Gallery Systems) and, when possible, national and international standards.
    • Monitors data and media standards, processing procedures, and terminology authorities within TMS on a periodic basis and keeps abreast of Museum, national and international standards.
    • Edits terminology and data on a periodic basis so that terminology and data is accurate, consistent, and according to Museum standards.
    • Serves as the project co-manager (in the functional/operational leadership role) for all TMS projects; with an IT department member serving as the other project co manager (in the technical leadership role), including the pending upgrade from TMS9.35SP4 to TMS2014.
    • Assists IT department with database system administration and ensuring the integrity of the data and data tables and user security profiles. Ensures proper database system administration procedures are followed.
    • Acts as liaison amongst IT department, other Museum staff and Gallery Systems, conveying questions and answers, and reporting system errors and requests for support and development. Ensures that the Museum's TMS concerns are documented, kept up to date, prioritized by importance, and communicated to staff and vendor in a timely manner.
    • Represents the Museum, with the IT department, at the TMS annual conference and related meetings on a regular basis.
    • Leads the Museum's strategic initiative to make its collections available to the general public via the Internet.
  • Manages all TMS training, guidance, support and system-use-supervision; serves as the head Power User at the Museum:
    • Documents proper procedures and standards for data entry, data retrieval and reporting. Develops, maintains, and updates User's Manual and training handouts. TMS user instructions are accurate, clear, and as comprehensive as time will allow.
    • Trains staff on TMS or coordinates vendor-training sessions. Monitors all Museum staff training progress, ensuring that trainees adhere to proper procedures and standards as outlined in TMS User's Manual.
    • Answers operational questions and resolves problems concerning data entry, retrieval, reporting, and attaching images in accordance with TMS standards and procedures.
  • Serves as the Crystal Report expert for TMS report designing, organizing, and writing
    • Defines naming convention and review standards for Crystal Reports on the network and within TMS; ensures that standards are understood and followed consistently and that reports are designed effectively.
    • Proactively makes suggestions to Museum staff for using Crystal Reports to facilitate their tasks.
    • Shares reports with other TMS users, assists other Museum staff in writing reports and pursues additional training opportunities in order to improve individual performance.

2. Digital Asset Management System (DAMS): System and Data Management

  • Serves as the functional and operational expert in the DAMS at the Museum, the head Power-User of the DAMS (currently Canto Cumulus) at the Museum, and the arbiter with respect to set up, changes, and all existing, new, or changed functionality in the DAMS:
    • In consultation with curators and the IT department, develops data and media standards, processing procedures, and terminology authorities in the DAMS.
    • Coordinates meetings and consults with appropriate the Museum staff concerning DAMS policies, procedures, and terminology and meets the DAMS development needs of the Museum staff within system, time, and budget constraints.
    • Monitors data and media standards, processing procedures, and terminology authorities within the DAMS on a periodic basis and keeps abreast of Museum, national and international standards.
    • Edits terminology and data on a periodic basis so that terminology and data is accurate, consistent, and according to Museum standards.
    • Assists IT department with application administration and ensuring the integrity of the data and user security profiles.
    • Acts as liaison among the IT department, other Museum staff members and the DAMS system provider, conveying questions and answers and reporting system errors and requests for support and development. Ensures Museum's DAMS concerns are documented, kept up to date, prioritized by importance, and communicated to staff and vendor in a timely manner.
    • Leads the Museum's efforts to simplify, standardize, and document the workflow/operations between TMS and the DAMS.
  • Serves as the authoritative manager of all DAMS training, guidance, support and system-use-supervision; the head Power User at the Museum:
    • Documents proper procedures and standards for data entry, data retrieval and reporting. Develops, maintains, and updates User's Manual and training handouts. DAMS user instructions are accurate, clear, and as comprehensive as time will allow.
    • Trains staff on DAMS or coordinates vendor-training sessions. Monitors all Museum staff training progress, ensuring that trainees adhere to proper procedures and standards as outlined in DAMS User's Manual.
    • Answers operational questions and resolves problems concerning data entry, retrieval, reporting, and attaching images. Questions are answered and problems resolved as quickly and completely as possible and in accordance with DAMS standards and procedures.

3. Other Digital Assets and Information Management

  • Serves as the empowered and authoritative expert for all collection-related data at the Museum, including defining and enforcing standards for digital assets, metadata, and related digital information.
    • Catalogs and documents all existing collection-related data, including digital images, on the network fileshare. Defines a Museum strategy and related procedures for organizing these data on the network (naming convention, folder structure, search/metadata standards, input into systems such as TMS or the DAMS, image size(s), etc.)
    • Catalogs and documents all existing digital files that relate to the Museum's collections on the network fileshare. Defines a Museum strategy and related procedures for organizing these on the network (naming convention, folder structure, search/meta-data standards, input into systems like TMS or DAMS, etc.)
    • Catalogs and documents all existing databases that house Museum collection data (e.g., FileMakerPro databases), including digital images. Defines a Museum strategy and related procedures for simplifying or consolidating these and for incorporation into systems such as TMS or the DAMS.

Supervision:

At the onset of the job, this position has no direct reports. There is a possibility that this position may assume management over others in the institution if/as the need arises.

Minimum Qualifications:

  • Bachelors' Degree (or equivalent) required; advanced degree preferred.
  • Must have project management experience including experience leading large and complex groups of people to deliver project goals on time and in budget. Project Management training/certification preferred (Project Management Institute, Six Sigma, etc.).
  • Must be able to communicate clearly, efficiently and effectively in spoken and written word. Must be able to write user and technical documentation for information systems and applications.
  • Must have at least 3 years working in a management or higher role at a Museum; prefer this to be at an Art Museum or must have at least 3 years working as a consultant for Museums; prefer this to be primarily with Art Museums and TMS, CRW or similar systems consulting.
  • Must have both direct experience and real expertise working with TMS software, with TMS certification preferred.
  • Must have Crystal Report experience and expertise; prefer CRW certification and experience developing reports using TMS data.
  • Must have experience and expertise defining standards for digital asset management and documenting procedures and policies related to digital asset management.
  • Candidate should have an interest in the fields of photography and film.

To Apply:

To be considered for this position, please email a cover letter and current curriculum vitae to the attention of the Director of Operations and Finance, via email at collectiondatasearch@geh.org

George Eastman House is an Equal Opportunity Employer
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Executive Assistant

  • Departments: Director's Office and Development
  • Reports To: Ron and Donna Fielding Director and to the Vice President, Development
  • Status: Full Time
  • Posting Dates: June 12 through June 26, 2014

Overview:

The Executive Assistant provides administrative support to the Director (CEO) of the George Eastman House and to the Vice President, Development, ensuring efficient and accurate communication with key constituents including trustees and donors.

Duties and Responsibilities:

Support of the Director
Provides timely information to the Director and executive administrative assistance to the Director, the Development VP, and the Board of Trustees. Duties include:

1. Ensure the Director's calendar is kept current, make appointments for the Director, printing and, as requested, drafting letters for signature.
2. Enter contact records for the Director in the donor database and create action records for the Director in the donor database.
3. Greet visitors and serve as first point of contact to the Director's Office.
4. Respond to public inquiries via written requests, email or telephone.
5. Maintain filing systems for records, correspondence, and other material.
6. Complete Director's expense reports, itemize and allocate charges to the correct expense account.
7. Arrange travel and accommodations for Director and other senior staff as requested.
8. Prepare correspondence, presentations, reports and other documents, using word processing, spreadsheet, database, or presentation software.
9. Serve as a gatekeeper and filter for requests for information submitted to the Director's Office.
10. Manage donor correspondence for gifts to the collections, including sending out Deeds of Gifts prepared by the Collection Management Department.

Support of the Development VP and Development office
1. Coordinate logistics of donor/friend cultivation activities, including invitation creation, coordination of mailing lists, scheduling of events, RSVPs, and follow-up activities.
2. Generate general correspondence and gift acknowledgements for review by Development VP.
3. Assist with special events (including weekend and week nights) as needed.
4. Respond to development office email and phone inquiries.
5. Serves as administrative backup for Manager of Special Events.
6. Utilize the donor data base, including data entry, reporting and gift processing.
7. Assist Grants Officer with assembly of major grant proposals.
8. Schedule team meetings.
9. Monitor and tracking weekly staff attendance.
10. Maintain large gift log, distributing it weekly to appropriate team members, ensuring appropriate matching entries in the database and timely gift acknowledgements.
11. Maintain and update donor files in both hard copy and Raisers Edge (including Trustees, Foundations, Corporations, Individual, Government and office files).
12. Maintain supply of collateral materials and office supplies.

Support of the Board of Trustees
1. Coordinate meeting schedules and materials for quarterly Board of Trustees meetings, including disseminating information to the members of the Board.
2. Maintain by-laws, correspondence, minutes and all other records related to the Board of Trustees.
3. Take and distribute minutes for meetings of the Board of Trustees, Executive Committee, Finance Committee, Investment Committee and Development Committee.
4. Manage routine correspondence with Trustees.

Minimum Qualifications:

1. Must have 10 or more years' experience as an Assistant at the senior executive level.
2. Proficiency with Microsoft Office suite programs is a must.
3. Experience with Blackbaud Raiser's Edge is preferred.
4. Must possess excellent writing, communication, organizational and note taking skills.
5. Must be able to handle confidential information with discretion.
6. Must have the ability to interface comfortably with all levels of management, Board of Directors, customers, visitors, donors, volunteers and staff.

Please submit your resume with cover letter for consideration to Executiveasstsearch@geh.org.

George Eastman House is an Equal Opportunity Employer
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Shipping Registrar

  • Department: Collection Management
  • Reports To: Wataru Okada, Director of Collection Management
  • Status: Full Time
  • Start Date: Immediately
  • Posting Dates: : March 24, 2014 through April 7, 2014

Overview:

Coordinate the shipment of objects (e.g. photographs, motion pictures, photographic and cinematic equipment, rare books) related to the museum´s collections or to its exhibitions or preservation efforts (including objects owned by others). Manage and maintain the museum´s centralized shipping of such objects and closely track and record such shipments.

Responsibilities:

  1. Process and coordinate museum shipments as requested by curatorial departments. The contexts of such shipments include, but are not limited to the following: proposed acquisitions, incoming and outgoing loans, exhibitions, conservation and preservation activities, digitization, and theatrical screenings.
  2. Monitor and record the movements of multiple shipments on a real-time basis. Develop and maintain this information in the museum´s databases.
  3. Maintain relationships and interact with pertinent individuals, institutions, and organizations with regard to museum shipments.
  4. Whenever appropriate or required, obtain multiple quotes from specialized fine art shipping companies and ensure economical and safe transportation of objects while working closely with curatorial staff members.
  5. Create, organize and update a roster of preferred fine art shipping companies and other commercial transporters. Search for competitive prices and safer, efficient methods of transportation on a regular basis.
  6. Working closely with security officers and other museum employees, contribute to the improvement of security of objects in and around the museum.
  7. In conjunction with other museum employees, greet shippers and drivers as needed. Notify appropriate personnel of shipment arrivals.
  8. Coordinate the storage and organization of shipping crates and other containers.
  9. Maintain a working relationship with the customs broker and/or import-export consultants. Renew the museum´s Continuous US Customs Bond annually.
  10. Perform other duties and projects as assigned.

Minimum Qualifications:

  1. Bachelor degree in Museum Studies or related field.
  2. Must obtain certification in shipping hazardous materials.
  3. Minimum 1 year of experience in shipping or project coordination in a museum setting.
  4. Working knowledge of import/expert, US Customs Bond is a plus.

To Apply:

Submit resume and cover letter to Wataru Okada, Director of Collection Management at: wokada@geh.org

George Eastman House is an Equal Opportunity Employer
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Film Projectionist

  • Department: Moving Image
  • Reports To: Ben Tucker, Assistant Collection Manager
  • Status: Part Time
  • Posting Dates: : June 12 - July 31, 2014

Overview:

The Film Projectionist assists the Assistant Collection Manager with film projection, maintenance and inspection for Dryden and Curtis Theatre programs. Due to the Dryden Theatre's hours of operation, night and weekend hours are required

Responsibilities:

  1. Follow established technical protocols for the presentation of archival motion pictures.
  2. Adhere to quality control standards for print inspections before and after each showing inside the Museum's premises.
  3. Perform additional tasks/duties as signed by the Assistant Collection Manager.

Minimum Qualifications:

  1. High school diploma or equivalent.
  2. 1-3 years of previous film projection experience (35mm, 16mm are mandatory; experience in projection of archival material is preferred).
  3. Knowledge of archival preservation and inspection protocols preferred.

Application Materials:

Send the following information via email to Ben Tucker, Assistant Collection Manager, Moving Image Department: btucker@geh.org

  • A letter of intent;
  • A full curriculum vitae;
  • Names and contact information for at least two professional references.
George Eastman House is an Equal Opportunity Employer
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