Grants Associate

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

Under the direct supervision of the Director of Foundation and Government (F&G) Support, the Grants Associate plays an important role in securing and managing grants, and stewarding these donors. The Associate works in close collaboration with F&G and Advancement staff, as well as colleagues across the museum, including Exhibitions, Learning and Engagement, Conservation, Finance, Communications, and others to advance projects, programs, and initiatives in line with museum priorities.

Specifically, you will:

Research foundation and government prospects for unrestricted and restricted support for established funding priorities.

• Manage grant processes (requests for information, project timelines, internal review, etc.), coordinating with F&G team and cross-departmental staff within target dates.
• Write and prepare letters of inquiry, selected proposals, and other grant-related communications.
• Write narrative and financial reports to foundation and government donors to meet project and grant deadlines.
• Coordinate with Finance Department to ensure transparency and accountability in financial reporting to foundation and government donors.
• Draft donor summaries (donor histories, grants to other organizations, strategies, etc.) in preparation for F&G Director’s, Deputy Director and Chief Advancement Officer’s, Director’s meetings with current and prospective donors.
• Organize donor visits and provide ongoing stewardship to portfolio of active donors.
• Manage event guest lists through donor database in communication with events team in Advancement.
• Provide accurate and timely information in response to and in anticipation of requests.
• Track grant opportunities and activities in deadlines calendar and in donor database.

• Track and manage reports on current F&G annual income.
• Perform other duties as assigned.

Your background and experience include:

• Bachelor’s degree or relevant equivalent experience required.
• Proficiency in Microsoft Office programs required.
• Prior experience in fundraising, preferably in an arts, museum, or educational setting.
• Strong writing skills.
• Excellent organizational, communication, interpersonal, and time management skills.
• Attention to detail.
• Ability to respect and maintain confidentiality.
• Grant writing, reporting, and prospect research experience preferred.
• Familiarity with Raiser’s Edge or comparable CRM preferred.

• Strong technological literacy and skills; donor database experience (Raiser’s edge or comparable CRM) preferred.

Position and Compensation Details

• This position is Full-Time, Non-Exempt, and 35 hours per week.
• The hourly rate for this position is $23.38.
• This position is part of the AFSCME Local 397 bargaining unit.
• This position reports to the Director of Foundation and Government Support.
• Physical requirements:
  • Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus.
• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum, and protects and enhances its reputation and standing within the community of museums.
• Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
• Maintains confidentiality.
• Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family
• Discounted guest tickets for admission
• Discounts on gift memberships
• Special staff tours and presentations from our curatorial and conservation teams
• Discounts at the museum restaurant, museum cafs, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

• Medical, dental, and vision benefits
• Fully paid short-term disability insurance, long-term disability insurance, and life insurance
• Health savings or flexible spending account program
• Retirement savings program with museum match
• Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.
Associated topics: fund, funding, grant, grant administration, grant administrator, grant management, proposal