Senior Administrative Assistant - Colorado Springs Pioneers Museum

About the role

The Colorado Springs Pioneers Museum seeks a highly qualified, motivated, and team-oriented individual to support the museum’s administrative and fundraising operations. As a central hub of museum administrative and organizational support, this position is essential to the institution’s gift and financial processing. This position will also schedule and execute stewardship events and facility rentals, serving as a primary point of contact for clients, partners, and museum staff.

Responsibilities

• Maintain accurate and up-to-date donor records.
• Ensure timely and personalized donor acknowledgments in alignment with stewardship standards.
• Process gifts and other development-related data with a high level of accuracy and confidentiality.
• Prepare, process, and track contracts, purchase orders, and payment requests.
• Oversee daily and weekly deposits, adhering to proper documentation and reconciliation.
• Follow and implement record retention policies.
• Order, track, and manage office supplies and general administrative resources.
• Serve as primary point of contact for facility rental clients from initial scheduling through post-event follow-up.
• Coordinate event logistics, schedules, and staffing needs in collaboration with CSPM staff.
• Other duties as assigned.

Requirements

• Equivalent to completion of the twelfth grade (high school diploma or GED).
• Four years of full-time, professional experience in a related field.

Qualifications

• Knowledge of computer systems and ability to learn and use specific computer software.
• Ability to communicate clearly, concisely, and professionally at all times with diverse museum visitors, volunteers, and community partners.
• Ability to multi-task in a fast-paced environment.
• Establish and maintain effective working relationships.
• Knowledgeable in Microsoft Office Suite, especially Word, Excel, and Publisher.
• Proficient in Adobe Acrobat.
• Exceptional organizational and communication skills.
• Experience using Customer Relationship Management Systems like Bloomerang.
• Experience using financial management systems like Quickbooks Online and Peoplesoft.

Skills

• Microsoft Office Suite, especially Word, Excel, and Publisher.
• Adobe Acrobat.
• Customer Relationship Management Systems like Bloomerang.
• Financial management systems like Quickbooks Online and Peoplesoft.

Benefits

Additional compensation depending on the position, area of assignment, and specific job assignments, including shift differential, pay differential, acting or lead, special assignment, hazard pay, longevity, cell phone allowance, uniform allowance, relocation, awards, standby, call out, compensatory time off, tuition, overtime, extra duty, incentive, holiday premium, proficiency, and vacation sell back.

Pay

$24.02 - $28.84 Hourly

Schedule

This position will support museum operations and expected to work Tuesday – Saturday, 8 a.m. – 5 p.m. Employee will also be expected to work occasional evenings based on event schedule. This position is subject to budget required furloughs to be implemented in the 2026 calendar year.