Employment at MSM

Job Opening:

Created with Sketch.

Associate Manager for Development and Communications

Position Description

Title: Associate Manager for Development and Communications
Department:  Advancement; Media and Communications
Reports To:  Vice President for Advancement and Vice President for Media and Communications
Supervises:  Work Study Students
Internal Contacts:  Faculty, Staff, and Students
External Contacts:  Select suppliers of goods and services to Advancement department and Media and Communications department; other external contacts as required
Employment Status:   Full-time; Non-exempt


The position reports to and works closely with the Vice President for Advancement and the Vice President for Media and Communications in supporting the administrative needs, select projects, and day-to-day operations of their respective offices.

General (for Advancement & Media and Communications)

  •  Provides general administrative support by managing the schedules of the Vice President for Advancement and the Vice President for Media and Communications (“the VPs”); answers and routes phone calls; maintains contact lists for each of the VPs.
  • Greets visitors and escorts them to meetings with the VPs.·       Schedules, plans, and manages meetings and special events for the VPs by managing invitations, creating agendas, taking notes, making reservations and/or ordering catering and rentals, creating and maintaining guest lists, and responding to RSVPs.
  • Writes and proofreads correspondences.
  • Assists with the maintenance and organization of files and records in various databases, including Raiser’s Edge NXT.
  • Submits invoices; maintains organized records of the expenditures of the VPs and their respective departments.
  • Maintains and monitors the budgets of the VPs’ respective departments.
  • Reconciles the VPs’ credit card statements and expenses.
  • Tracks Advancement and Media and Communications staff vacation days; sends updates to staff (staff out of the office due to vacation/personal days or doctor appointments), and manages departmental personnel calendars.
  • Submits time sheets to payroll (student workers and part-time staff).
  • Ensures operation of office equipment; contacts Facilities and Information Technology for requests and repairs as needed.
  • Assists the President’s Office for preparation of Board of Trustees’ meetings.
  • Anticipates and maintains office supply needs; orders new supplies from the mailroom.
  • Manages office subscriptions.
  • Performs other duties as assigned.

Specific to Office of Advancement

  • Enters gifts in the Raiser’s Edge database management system, and assists with other aspects of gift processing, including preparing Daily Gift Reports.
  • Uploads acknowledgment letters, gift agreements, solicitations, etc… to individual donor records in the Raiser’s Edge database.
  • Merge letters for mass solicitations.
  • Reports daily gifts received online to the Advancement staff.
  • Helps produce solicitation and acknowledgment letters and helps ensure that all contributions are acknowledged in a timely fashion.
  • Tracks named college and precollege scholarship recipients’ materials; merges and helps prepare notification letters to named scholarship donors.
  • Helps assemble grant proposal packets and prepare Advancement mailings and presentations to prospective and current donors, including PowerPoint presentations.
  • Prepares research materials for presentations to donors and for the President’s Office, including creating PowerPoint presentations.
  • Takes RSVPs and tracks attendance at events for the Virtuoso Society patron program and other donor events.  Assists at donor events by greeting guests, at check in, etc.
  • Conducts research on donor prospects, and creates donor profiles and briefings before special events as needed.
  • Organizes, picks up, delivers, and distributes mail to Advancement staff on a daily basis.
  • Keeps track of and update financial documents (Form990, Audit, CHAR500) in various city, state, and federal grant portals, including the Passport, SAM, HHS Accelerator; and Grants Gateway systems.
  • Submits timesheets for work-study students and manage their assignments.
  • Assists Advancement staff with duties as assigned, including confirming donor attendance at events, proofreading, etc…

Specific to Office of Media and Communications

  • Manages advertising purchases with vendors; tracks advertising artwork deadlines and liaises with Design Office to ensure timely submissions; tracks advertising schedule internally, and produces ongoing reports as needed.
  • Assists Digital Strategy colleagues in Media and Communications with social media content creation (Instagram, Twitter, Facebook) on an occasional basis, as needed.
  • Assists the department in responding and managing inquiries from faculty and staff.
  • Manages and maintains the School’s email marketing lists.

Job Requirements

  • An undergraduate degree and one to three or more years of administrative assistant experience are required, preferably for cultural institutions or in higher education.
  • Knowledge of the Microsoft Office suite, especially Word and Excel, and PowerPoint.
  • Knowledge of Raiser’s Edge NXT, or similar database management systems, is highly desired.
  • Ability to work in a fast-paced, deadline-driven environment.
  • Strong interpersonal and organizational skills, courteous with a “can do” attitude.
  • Ability to complete work in a timely and efficient manner.
  • Professional and ethical work behavior with the ability to maintain the highest level of discretion with confidential information.
  • Excellent customer service/donor stewardship skills.
  • Genuine interest in music and music education is a plus.

Contact Information

Send letter of application and résumé including three references to:

Jeff Breithaupt
Vice President for Media and Communications

No phone calls, please.

Equal employment and equal educational opportunity have been and will continue to be fundamental principles at Manhattan School of Music, where employment and enrollment are based upon personal capabilities and qualifications without discrimination or harassment because of race, color, religion, sex, sexual orientation, gender identity or expression, the status of being transgender, age, national origin, marital status, citizenship or veteran status, disability, or any other characteristic protected by law. Manhattan School of Music does not permit retaliation against individuals who oppose a discriminatory practice or participate in an investigation.