Advancement Associate - Constituent Records Coordinator

About the Senator John Heinz History Center

The Senator John Heinz History Center is a Smithsonian-affiliated Museum and a first-day Pittsburgh attraction that presents compelling stories from American history with a Western Pennsylvania connection, all in an interactive and engaging environment for visitors of all ages.  The largest history museum in Pennsylvania, the AAM-accredited History Center attracts large and diverse audiences to its 370,000-square-foot facility in Pittsburgh’s historic Strip District that includes six floors of long-term and changing exhibition space along with spectacular spaces for unique events.

The History Center’s family of museums includes the Western Pennsylvania Sports Museum, a dynamic museum-within-a-museum; the Fort Pitt Museum in Point State Park; and Meadowcroft Rockshelter & Historic Village, a National Historic Landmark located in Avella, Washington County, Pa. The History Center also leads a partnership of more than 125 regional historical societies, museums, and organizations dedicated to preserving local history – the History Center Affiliates Program.

A popular destination for families and visitors to our region, the History Center attracts more than 250,000 visitors annually and reaches millions through virtual programs and digital outreach. The History Center was recently recognized as America’s #1 History Museum by USA TODAY and “Pittsburgh’s Best Museum” by Pittsburgh Magazine.

Job Posting

The Constituent Records Coordinator supports the History Center’s fundraising initiatives and is a vital role in the museum's fundraising efforts by ensuring the accuracy, integrity, and strategic utilization of our donor and constituent data. This position is responsible for the meticulous management of the museum's donor database (CRM), processing gifts, generating reports, and providing essential administrative support to the Advancement team. The ideal candidate is highly organized, detail-oriented, possesses strong technical skills, and has a passion for the museum's mission.

This position is especially well-suited for early-career professionals interested in data management, fundraising operations, and/or institutional advancement.

This is a full-time, salary / non-exempt position that reports to the Director of Institutional Giving.

Why Work at the History Center?

• Rewarding, mission-driven work that makes an impact in the community!
• Smithsonian-affiliated Museum located in Pittsburgh’s vibrant and historic Strip District
• Voted the #1 history museum in the nation by USA Today
• Voted Best Museum in Pittsburgh by Pittsburgh Magazine
• Highly professional, collegial staff and dedicated volunteers
• Located in Pittsburgh, one of America’s “most livable” cities
• Dynamic workplace in Pittsburgh’s historic Strip District
• Flexible work schedule, including potential for hybrid work
• Full benefits package, including medical, dental, and vision insurance
• Flexible Spending Account (FSA) options
• 403(B) retirement plans with employer match
• Paid time off (vacation, personal, and sick days)
• Paid Parental Leave
• Nine (9) paid holidays
• Company paid life insurance / LTD
• Wellness and Employee Assistance Program
• Discounts in the Museum Shop and Café
• Public transportation and parking options nearby

• Minimum of an associate’s degree, or equivalent (2-3 yrs) experience in a related field (e.g., nonprofit management, data entry, administration, library science).
• 2-3 years of experience in database management, data entry, or administrative support, preferably within a nonprofit fundraising environment.
• Demonstrated experience with a donor database/CRM system (e.g., Raiser's Edge, Salesforce, DonorPerfect, Altru) is highly desirable.
• Exceptional attention to detail and accuracy is paramount.
• Strong organizational and time management skills with the ability to prioritize and manage multiple tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is required; advanced Excel skills, or the willingness to learn (e.g., VLOOKUP, pivot tables) is a plus.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively as part of a team.
• Strong problem-solving abilities and a proactive approach to work.
• High level of discretion and ability to handle sensitive and confidential information with integrity.
• A genuine interest in and appreciation for the center's mission and programs.
• Ability to use standard business equipment and related software.