Gift Operations Administrator

Opening in September 2026, the Lucas Museum of Narrative Art is dedicated to illustrated storytelling.  Founded by George Lucas and Mellody Hobson, the museum’s collection features works by artists including Norman Rockwell, Kadir Nelson, Jessie Willcox Smith, N. C. Wyeth, Beatrix Potter, Judith F. Baca, Frida Kahlo, and Maxfield Parrish; as well as comic art legends such as Winsor McCay, Jack Kirby, Frank Frazetta, Alison Bechdel, Chris Ware, and R. Crumb; and photographers Gordon Parks, Henri Cartier-Bresson, and Dorothea Lange. The Museum also houses the Lucas Archives, containing models, props, concept art, and costumes from Lucas’s filmmaking career. 

Designed by Ma Yansong of MAD with a landscape by Mia Lehrer of Studio-MLA, the Museum is in Exposition Park, Los Angeles, on an 11-acre campus that includes new green space and a 300,000-square-foot building with galleries, two theaters, a library, restaurant, café, retail store, and community spaces.  

POSITION SUMMARY 

The Gift Operations Administrator contributes to the integrity of gift operations and data management at the museum. The primary focus of this role is daily gift entry, donor acknowledgment workflows, and seamless financial operations in accordance with industry best practices and IRS guidelines.  The  Administrator reports to the Manager, Database and Donor Operations, working closely with the finance team to ensure contributions are accurately and efficiently logged for reporting and compliance purposes.  The ideal candidate will bring a strong understanding of gift acceptance best practices, experience handling payment transactions, a keen attention to detail, and an aptitude for improving systems and processes.    

RESPONSIBILITIES 

·       Manage all aspects of gift operations, including individual, corporate, and foundation gifts, invoicing, and acknowledgment, in accordance with industry best practices and IRS guidelines

·       Responsible for recording all contributions (gifts, pledges, payments, and account adjustments) in Tessitura including but not limited to monitoring: bank transfers, stocks, checks (incl. DAFs and matching-gifts), credit cards, online donations, fundraising event ticket purchases, etc.  

·       Run monthly automatic renewal and credit card billing procedures

·       Review and post daily batches to Tessitura  

·       Support acknowledgment processes, partnering with colleagues across fundraising departments to ensure timely, accurate, and personalized gift acknowledgments

·       Review gifts to ensure contributions captured in Tessitura are using the correct fields, including but not limited to solicitation ask amount, dates, campaigns/funds/designations/source codes, to ensure accurate reporting on Tessitura Analytics  

·       Manage refund process for erroneous contributions, and ad hoc refunds for memberships, etc.

·       Support Finance team as they conduct routine reconciliations of contributions  

·       Collaborate with Finance and fundraising team to review and secure open pledges before year end  

·       Generate regular contribution and revenue reports from Tessitura, and share with the Finance and fundraising teams as required on the determined time basis (daily, weekly, monthly); and ensure these are appropriately stored within SharePoint

·       Update and maintain donor records to support data accuracy, consistency, and reporting reliability.

·       Implement and improve the museum’s gift processing workflow, policies and procedures

·       Provide training to staff on Tessitura best practices i.e. completing gift entry forms, ensuring gift agreements are saved to Tessitura records and shared with Finance for accruals  

·       Monitor the gift entry form, encouraging and leading fundraisers in how to complete the form  

·       Proactively seek to optimize Gift entry process to minimize errors  

·       Provide assistance and guidance to staff regarding the gift and pledge process—including donor advised funds, gifts of stock, wire transfers, and corporate matching gifts

·       Maintain standard operating procedures (SOPs) for gift operations, ensuring materials and process guides are current, organized, and easily accessible 

·       Work with Finance and Manager, Database and Donor Operations to ensure Campaign, Funds, GL codes are accurately setup and recorded in Tessitura/NetSuite; optimizing communication of gift designation changes and other adjustments  

·       Be an advocate for Tessitura within the Department, previous experience of using Tessitura for gift entry and reporting is essential  

·       Collaborate with the Finance team to ensure compliance with all applicable laws and regulations, maintain accountability standards to donors, and safeguard confidentiality in accordance with the ethical principles and professional standards of fundraising

·       Manage Invoices in Concur for Membership and Development Operations Department  

·       Manage credit card expense reconciliation for Director of Membership and Development Operations, and others as necessary

·       Undertake additional tasks and responsibilities as appropriate

·       Assist with fundraising activities and events as needed

·       Adhere to the museum's data protection policies and procedures

Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best-possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience-centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision.

Courageous Communication: Intentionally works well with others both on the team and cross-functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible.

Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders.

Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.

Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely.

·       Bachelors in relevant field and/or a minimum of 3-5 years of experience in gift processing, accounts receivables, or a related area

·       Strong understanding of fundraising operations, industry best practices, and IRS guidelines

·       Experience in admission-based non-profit arts and culture institution strongly preferred

·       Advanced proficiency with Tessitura or other donation database system

·       Proficiency in Microsoft tools (Excel, Word, Teams, OneDrive, Planner)

·       Highest degree of professionalism and discretion in dealing with donor information. 

·       Knowledge of basic accounting principles and experience with financial software applications a plus

·       Strong attention to detail and accuracy in data entry and record-keeping

·       Highly organized and analytical, with meticulous attention to detail  

·       Excellent written and verbal communication and interpersonal skills

·       Ability to work collaboratively in a team environment and handle multiple tasks efficiently

Experience managing multiple projects at once.

The Lucas Museum of Narrative Art embraces diversity and equal opportunity. We are committed to building a team that represents and supports a variety of backgrounds and perspectives. The Lucas Museum fosters a work environment that is free of discrimination and harassment, whether based on race, national origin, gender, gender expression, religion, ethnic background, age, disability, marital status, sexual orientation, or any other criterion prohibited by applicable federal, state, or local laws. We believe that diversity and inclusion among our team is critical to our success, and we seek to recruit, develop, and retain the best qualified people from a diverse candidate pool. Applications from traditionally underrepresented communities are encouraged.

The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job.

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The Lucas Museum of Narrative Art is dedicated to the art of illustrated stories. Our mission is to inspire and connect people through the exploration of visual stories and their influences in society. 

Our internal and external practices are shaped by the following beliefs and behaviors.

People First: We meet people wherever they are (physically, intellectually, emotionally). Our inclusive practice connects who people are and what they find emotional in works of art.

Inspired: We believe that art can move you to feel, think, reflect, and act.

Collaborative: We believe that nimble thinking and working together yield exponential results.

Amplify the social impact of storytelling and illustration. 

Connect to a broad and diverse public.

Create a healthy and durable institution.