Program Assistant (posted July 22, 2014)


REPORTS TO: Director of Giving

WORKS WITH: all staff, executive director, trustees, volunteers, vendors, members, supporters, and the public.


HOURS PER WEEK: 37 1/2 hours, including some weekends to staff seasonal events


Assists in the recruitment and retention of members in a dynamic, membership-driven nonprofit organization. Processes new and renewing members’ correspondence. Provides excellent customer service to members, prospective members, and the public. Maintains accurate membership records, database, solicits and acknowledges memberships, and prepares advertisements and correspondence regarding the organization, its membership, and its programs. Represents the membership department to all constituencies. This position also assists the Adult and Youth Program Coordinators, Development Assistant, and Visitors Services Coordinator in providing administrative support for education program planning and implementation, volunteer program support, donor relations and correspondence, annual gala, and visitor orientation.



• Meets the revenue goal for membership and the growth goal for members

• Provides excellent customer service to members, prospective members and to the public

• Oversees DonorPerfect database and conducts data entry

• Manages input and accuracy of records for active and non-active donors and members, including but not limited to data entry, memberships, acknowledgments, address changes, gift memberships, receipts, member benefits, and membership cards

• Provides data and generates lists from DonorPerfect database to support all aspects of the development and membership programs, events, and educational programs

• Generates financial reports to accounting office and Board of Trustees, as requested

• Develops and implements the schedule of communications for renewals, rejoins, and new members, as well as membership benefits and events

• Merges and completes direct mail and e-mails to constituencies

• Works with Constant Contact e-mail marketing to upload lists, create emails and announcements for membership and events, and send e-mails in a timely fashion according to schedule

• Direct mail: oversees writing, design, scheduling, mailing lists, and coordination with vendors (designers, printing, mail house, postal) for all membership mailings, including fulfillment, renewal reminders, and marketing promotions

• Acquisition: manages acquisition lists to grow membership

• Supports other departments, as requested, in the use of organizational data

• Responds promptly to phone calls, faxes, and e-mail messages

• Represents Adkins Arboretum

• Participates in events, forums, programs, and other opportunities to promote and sell memberships



• Strong communications skills: written, presentation, oral

• Friendly outgoing personality

• Strong data base management skills

• Attention to detail, multi-task

• Analytical skills: marketing metrics and analytics, evaluation of programs, surveys

• Ability to use all Microsoft Office products and social media

• Ability to work and collaborate with staff, volunteers, trustees, and other stakeholders

• Ability to manage vendors: print production and membership partners

• Ability to plan, set and meet timelines

• Ability to manage volunteers for administrative tasks and events

• Entrepreneurial: Ability to recognize opportunities for growth and design marketing plan for that opportunity

• Market research

Adkins Arboretum, a 400-acre native garden and preserve, promotes the conservation and restoration of the Chesapeake Bay region's native landscapes. As a model for land management and ecological restoration, the Arboretum fosters community engagement and inspires the adoption of land stewardship practices for a healthier and more beautiful world.

No phone calls. Send resume, cover letter, three references and two writing samples: