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Membership and Operations Coordinator / National Guild for Community Arts Education

  • New York, New York
  • TypePaid
  • TermFull time
  • CategoryAdministration
  • Post DateJan 31, 2018

The National Guild for Community Arts Education (“Guild”) seeks a Membership and Operations Coordinator to coordinate administrative functions for membership, development, and operations. The Guild is looking for someone who is a self-starter and who shares our belief in the transformational power of creativity, equity, leadership, and community. The ideal candidate need not necessarily possess direct prior experience in all facets of the position; in this case, s/he must possess a growth mindset and be excited to learn new skills related to non-profit management. The Membership and Operations Coordinator will work closely with multiple Guild staff members and will support key operational functions vital to the health of the organization and to the field of Community Arts Education in general.

The Membership & Operations Coordinator will:

  • Work closely with the Communications Manager and the Member Services & Data Systems Manager to bolster membership recruitment and retention and ensure members receive excellent service;
  • Work closely with the Development Manager to coordinate donor stewardship practices, including database administration and gift acknowledgement;
  • Work closely with the Chief Operating Officer to respond to facilities, equipment, technology, and other operational needs as they arise;
  • Provide regular input to leadership and staff about opportunities for improving practices and systems.

Organizational Overview

Founded in 1937, the National Guild strives to ensure all people have opportunities to maximize their creative potential by developing leaders, strengthening organizations, and advocating for community arts education. The Guild serves a national network of neighborhood music schools; arts and cultural centers; and arts education divisions of universities, theater and dance companies, museums, and parks and recreation departments. Our members serve 2.5 million students each year, employ 16,000 teaching artists, and reach an additional 8 million people through performances and exhibits.

To Apply

To be considered for the position, please email the items below in one PDF-formatted file with your name as the filename to Please include “Membership & Operations Coordinator” as the email’s subject line.

  1. A résumé no longer than two pages outlining your educational and professional experience.
  2. A substantive cover letter no longer than two pages including the following information: your interest in the position, the organization, and why you would be excited to support the mission of the Guild. Please also be sure to include 1. Where you found the position listed, 2. The date you are available to start, and 3. Contact information for three professional references.

Incomplete submissions will not be considered nor will submissions sent via postal mail or fax. No calls please. Prospective applicants are strongly encouraged to review our website at prior to submitting materials for consideration.


Salary is commensurate with experience. Benefits include paid vacation, health and dental insurance, and a retirement savings matching program.

Position Description

The Membership & Operations Coordinator is a full-time, non-exempt employee reporting to the Chief Operating Officer (COO). With oversight from the COO and working in close collaboration with the Member Services & Data Systems Manager, the Development Manager, and the Communications Manager, the position is key in supporting the Guild’s mission.

Duties and Responsibilities

Recruit and retain members for the National Guild

  • Coordinate membership recruitment and engagement efforts for new and current members in collaboration with the Communications Manager
  • Maintain an active list of membership prospects for new member recruiting
  • Assist with membership retention through implementation of communications strategies, coordinating outreach to members due to lapse, and reporting/tracking reasons for lapsing
  • Utilize Saleforce database to coordinate all recruitment/retention activities

Administer membership to current members and onboard new members

  • Provide high quality customer service to all members, including onboarding, benefits fulfilment, and updating membership accounts
  • Onboard new members according to established timeline for the first year of membership

Support fundraising activities in collaboration with the Development Manager

  • Create and mail gift acknowledgements in a timely fashion; work with development manager to ensure gifts are recognized correctly
  • Support the creation of annual appeals and fundraising campaigns; coordinate cultivation event invite lists and invitations
  • Utilize Saleforce database to coordinate all development activities

Maintain and support Guild facilities, equipment, and technology assets

  • Create a positive physical work space and ensure staff members have access to supplies
  • Maintain equipment and develop upgrade/replacement recommendations as needed
  • Establish strong working relationships with outside vendors and building staff
  • Serve as a primary liaison with vendors including network and IT consultants


  • Strong customer service and interpersonal skills
  • Excellent written and oral communication skills
  • Excellent analytical, database, and reporting skills
  • Ability to prioritize multiple responsibilities and meet deadlines
  • Self-motivation and the ability to work in a highly collaborative team environment
  • Demonstrated commitment to arts education and the non-profit sector
  • Strong skills in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
  • Bachelor’s degree or equivalent
  • Familiarity with CRM databases; experience with Salesforce and Cvent a plus

The National Guild is an equal opportunity employer and all qualified candidates will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability status, protected veteran status, or any other characteristic protected by the law. The Guild is committed to building a culturally diverse staff and strongly encourages applications from minority candidates.

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