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Available Employment Opportunities

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Positions will remain posted until filled or until a sufficient pool of qualified candidates has been established. Please refer to the job number when you submit a resume or complete an application for a posted position.

 

Positions Available as of Mar. 31, 2015   

 

 

 


Annual Giving Program Manager

 

Job Number: 088-15 

Department: Advancement

Classification: Regular, Hourly, Exempt, 37.5 hours per week

 

The Annual Fund Program Manager works as part of a team of development officers and other personnel responsible for the comprehensive fundraising efforts at The Huntington.  Specifically, this position is focused on program management, membership development, and stewardship of the Society of Fellows, the Huntington’s premiere philanthropic group of donors, which currently includes 550 families making gifts of $2,500 to $600,000 annually. In total the Society of Fellows contributes in excess of $4.5 million to support core institutional programs annually. Under the general direction of the Director of the Society of Fellows, duties include planning programs and events for the Society. Collaborates with Special Events, Communications, and other departments to produce events and programs that are exclusive to the Society of Fellows. Assists the Director with special projects and other duties as assigned. Acts in place of the Director as needed.

 

Essential Functions:
Alongside the Director, the Annual Fund Program Manager plans and coordinates prospective Fellows events, a wide range of programming exclusive to existing Fellows that emphasizes links to Huntington collections and programs, and the annual Huntington Ball, The Huntington's major annual fundraising event.

 

Additional Duties:

 

  • In consultation with Fellows Director, coordinates aspects of event and program production, including scheduling, promotion, collateral design, expenditures, print and mailing, and post event evaluation.
  • Coordinates all aspects of the annual Society of Fellows fundraiser, The Huntington Ball, collaborates with other Advancement staff and staff from other departments. Works closely with Special Events staff who are responsible for event production, vendor management and catering coordination.
  • Is a consistent presence at Fellows events and is seen as a key Huntington contact
  • Supports two volunteer committees as assigned regarding programs and events.
  • Assists with donor and prospect strategies as assigned.; attends regularly scheduled prospect meetings.
  • Manages a donor prospect portfolio as assigned.
  • Maintains records of event expenses, including summary reports.
  • Shared supervision of one support employee.

 

Qualifications:
This position requires outstanding interpersonal and communication (verbal and written) skills, the ability to work on multiple projects simultaneously, and superior organizational abilities. Must have proven success working under pressure to meet deadlines and must also thrive within a collaborative team oriented environment. Must also have experience in planning, coordinating and evaluating programs. Bachelor’s degree is required. Proficiency with computer application skills, particularly Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and with social media. Proven experience working with database programs such as Raisers Edge is required.

 

Preferred Experience:
Any combination of skills and experience that provides the knowledge, skills, and abilities necessary for satisfactory job performance. Typically a minimum of three years of experience in a fundraising setting with emphasis on program planning, annual giving, membership, or other related function. Prior experience in face-to-face donor interaction is preferred.

 

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Assistant to the VP for Financial Affairs

 

Job Number: 089-15 

Department: Business Office

Classification: Regular, Full-Time, Hourly, 37.5 hours per week

 

Working under general supervision, provides administrative and secretarial support to the Vice President for Financial Affairs and to the Financial Affairs division.  Has frequent contact with staff at all levels, plus daily interaction with Trustees, Overseers, consultants, investment managers, and outside organizations.  Reports to Vice President for Financial Affairs.  May take work assignments from the Controller and perform clerical tasks for Business Office.

 

Essential Functions:

 

  • Interacts on behalf of the Vice President for Financial Affairs with staff at all levels; volunteer leaders including Trustees and Overseers; and consultants, investment managers, and outside organizations.
  • Provides administrative support for Vice President for Financial Affairs including preparing correspondence, handling phones, arranging conference calls, planning and developing travel itineraries, maintaining schedules, scheduling meetings, preparing presentation materials, prioritizing projects.
  • Drafts financial, statistical, narrative, and other reports as requested.
  • Creates presentations and reports using desktop software and graphics or slides.
  • Schedules and plans the regular meetings and special meetings for the Overseers Finance, Audit and Endowment Investment Committees, and any other board-appointed committees in which the Vice President for Financial Affairs is involved. Polls committee members on meeting dates; reserves rooms; arranges for food services for meetings, as required; arranges with investment managers, consultants, and others to do presentations at meetings; prepares agendas, letters, attachments, and other materials for mailings related to meetings; and greets and provides directions to participants in meetings. May be asked to take and transcribe minutes for meetings.
  • Works independently on projects as assigned by Vice President for Financial Affairs and Controller. May be responsible for doing historical research in the financial archives, conducting surveys or informational interviewing, writing up reports, and preparing presentations.
  • Manages the office of the Vice President, including organizing, maintaining, and archiving paper and electronic files for the Vice President for Financial Affairs, ordering and stocking supplies, and maintaining the neatness and professional appearance of the Vice President’s office and Assistant’s office.
  • Takes careful and detailed telephonic messages for Vice President and Controller.
  • Opens and reviews all incoming mail, correspondence and requests for signature. Responsible for tracking all pending items and returning to requestor.
  • Acts as official Secretary to the Retirement Plan Fiduciary Group, includes planning semi-annual meetings and maintains, compiles and distributes meeting minutes.

 

Other Functions:
This person must serve effectively as an ambassador for the Vice President for Financial Affairs and for the division. Front office manners and appearance are required, as this person interacts with our donor community, Trustees and Overseers, and important visitors.

 

Qualifications:

 

  • Must have excellent computational, organizational, and written and oral communication skills. These skills and abilities are usually acquired through the completion of an Associate’s degree or equivalent coursework, but completion of a Bachelor’s degree is strongly preferred.
  • Must be able to work with a high degree of confidentiality.
  • Must be able to exercise a high degree of judgment.
  • Must be proficient in MS Office, particularly Outlook, Word and Excel and PowerPoint.
  • Must perform duties in a friendly and collegial manner with all levels of the institution.

 

Experience: Experience in administrative support at the executive level of 3-5 years is required.

 

Working Conditions: Normal office environment.  Much of incumbent's work is performed on a personal computer.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job.

 

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Assistant Vice President for Finance, Controller

 

Job Number: 074-15 

Department: Business Office

Classification: Regular, Exempt, Full time, 37.5 hours per week

 

Working under the supervision of and reporting to the Vice President for Financial Affairs, the Controller will be responsible for managing the finance, accounting and reporting activities of the institution. The Controller will lead daily operations of the Business Office and supervise the accounting staff, overseeing the following functions: financial reporting and compliance, accounts receivable, accounts payable, payroll, grant management and investment accounting and analysis and assists in management of budget and forecasting. The Controller will have extensive contact with all levels of staff, has frequent contact with outside vendors, agencies and consultants, and interacts with Trustees, Overseers, donors and volunteers. The Controller will be involved in supporting presentations to the board and senior leadership team, implementing new processes and systems, playing a strategic role in the financial planning of the Institution, and assisting in the administration of the endowment fund.

 

Primary Responsibilities:

 

  • Assures the smooth operation of all finance and accounting functions
  • Ensures that work completed in the department is accurate, timely and in accordance with general accepted accounting principles (GAAP) and that proper internal controls and safeguards are in place
  • Reviews financial data and carries out financial analysis, prepares reports for staff, Trustees, Overseers, and Overseer Committees, as necessary
  • Designs, documents, and implements accounting policies and procedures as related to GAAP, and OMB Circulars A-110 and A-122
  • Collaborates with the Director of Budgeting and senior leadership to develop an annual budget; manage and review all financial plans and perform ongoing budget and variance analysis
  • Reviews and files all required tax returns (e.g., Form 990) and other reports with the appropriate local, state and federal government agencies
  • Assists in the development of financial information for grant requests, maintains appropriate records of grant activity. Reviews and files grant reports with the appropriate organizations or agencies. Develops and negotiates indirect cost rate, as necessary
  • Reviews schedules and journal entries for the month-end and year-end closes. Works closely with the auditors, providing account analyses and reconciliations for the annual audit, and the OMB Circular A-133 audit, when required
  • Prepares the annual audited financial statements
  • Collaborates with the Advancement department on developing procedures for appropriate accounting for donations; reviews reconciliations between fundraising and accounting records; works closely with Planned Giving Director on the accounting, management and tax administration of split interest agreements
  • Manages the daily cash flow forecasting process for operations, restricted and capital projects
  • Develops and implements a treasury function for cash management and oversees and manages any use of a bank line of credit
  • Leads projects related to management of the endowment fund, including overseeing reconciliation of custodial and manager statements, the preparation of the endowment general ledger, accounting for investments, review of performance reports, and that invested assets are in accordance with the policies and investment guidelines stipulated in the agreements
  • Manages the development of new processes and systems, where necessary to create a more efficient and effective department and institution
  • Oversees the mentoring, training and development of staff members

 

Qualifications:

 

  • Bachelor’s degree in accounting, finance or related field, CPA required, MBA preferred
  • Minimum of 10+ years of accounting experience required, with 3+ years in a supervisory role
  • Strong knowledge of and experience with fund accounting in a large multi-disciplinary non-profit organization preferred. Experience working with an endowment fund and with planned (or split interest) gifts desirable
  • Investment management experience preferred; strong understanding of accounting for investments FAS 157, ASC 820; alternative investments and capital markets
  • Project management experience preferred; must have prior experience working across multiple departments and locations
  • Strong financial analysis skills and excellent oral and written communication skills; experienced in effectively communicating key data, including presentations to senior management, board or other outside partners
  • Must be well organized, and commitment to recruiting, mentoring, training and retaining a diverse team; with the foresight and ability to delegate accordingly
  • Must be technologically savvy with experience selecting and overseeing software installations and managing relationships with software vendors; advanced knowledge of accounting and reporting software
  • Ability to communicate tactfully, courteously and collaboratively, especially with non-business staff; discretion in handling confidential matters and information
  • Keen ability to translate complex financial concepts to individuals at all levels including finance and non-finance individuals

 

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Associate Director, Major Gifts

 

Job Number: 087-15 

Department: Advancement

Classification: Regular, Hourly, Exempt, 37.5 hours per week

 

The Associate Director level position works as part of a team of development officers and other personnel responsible for the comprehensive fundraising efforts at The Huntington. Working under the general direction of the Assistant Vice President, this position will be responsible for engaging prospective donors with the potential to become major donors of unrestricted, restricted or planned gifts. Will work with existing fundraising staff and colleagues throughout the institution to determine the best path for the identification, cultivation and solicitation of prospective donors.

 

Essential Functions: Devises and executes strategies to contact, qualify, and cultivate individuals with potential to become individual major donors. Plans targeted screening and cultivation events other strategic methods deemed appropriate to create donor engagement. Particular emphasis on potential prospects within existing Huntington support groups such as members; scholars; volunteers; and individuals identified through electronic wealth screening and personal networks.

 

Additional Duties:

 

  • Builds and maintains a portfolio of prospective major donors, stewarding their Huntington engagement and soliciting for increased support as appropriate.
  • Creatively leverages existing Huntington programs, travel schedules, and personal networks to create and engage an expanded pool of prospects.
  • Responsible for annual Library Appeal to Huntington Scholars and other targeted fundraising initiatives as opportunities arise.
  • In close collaboration with the Advancement Services Director, effectively uses the Raisers Edge database to track and manage the emerging prospect pool, to develop reports, and to monitor progress and results.
  • Coordinates Advancement articles for the bi-monthly Calendar and Verso blog. Also updates Advancement web pages.
  • Responsible for following all protocols for prospect and donor management, contact reports, and any other prospect and donor reporting and monitoring.
  • Shared supervision of one support employee.
  • Special projects as assigned by the AVP and Vice President of Advancement.

 

Qualifications: This position requires outstanding interpersonal and communication (verbal and written) skills, the ability to work on multiple projects simultaneously, and superior organizational abilities. Must have proven success working under pressure to meet deadlines and must also thrive within a collaborative team oriented environment. Must also have experience in planning, managing and evaluating programs. Bachelor’s degree is required. Proficiency with computer application skills, particularly Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint.) Must have effective research skills, and experience in the use of electronic prospect screening information, including internet research. Proven experience working with database programs such as Raisers Edge is required.

 

Preferred Experience: Any combination of skills and experience that provides the knowledge, skills, and abilities necessary for satisfactory job performance. Typically a minimum of five years of experience in a fundraising setting with exposure to major gifts , campaign planning, planned giving, or similar work. Prior experience in face-to-face donor interaction strongly preferred.

 

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Custodian

 

Job Number: 094-15 

Department: Facilities

Classification: Regular, Hourly, Full Time, 40 hours per week

 

Working under direct supervision, provides custodial and general facilities support to the Huntington. Reports to the Chief Custodian.

 

Essential Functions:

 

  • Performs both routine and special cleaning in all areas of the Huntington: dusts; cleans restrooms; vacuums and shampoos carpets; strips, mops, dusts, waxes and buffs floors; spot cleans walls, carpets, floors, and furniture; empties and cleans trash cans and ashtrays; cleans drinking fountains; washes interior and exterior windows, window sills, door jams, etc.; cleans kitchens; picks up debris and washes down exterior areas; cleans all other areas as directed.
  • May assist with event setups.
  • May assist in moving boxes, furniture, etc. May move collections objects under the direct guidance of curators or preparators.

 

Other Functions:

 

  • May perform light maintenance duties like changing light bulbs, unplugging toilets and drains, etc.
  • Other duties as assigned.

 

Qualifications:

 

  • High School diploma preferred.
  • Valid California Drivers' License preferred.
  • Must be able to lift, push, pull, and carry heavy objects; walk and stand for long periods of time; climb ladders and stairs; bend and reach. Must be able to see clearly close detail work to ensure thorough cleaning.
  • Must be able to work extremely carefully around valuable collections.
  • Must be able to work cooperatively with others and function as part of the custodial team. Must be flexible in assuming work assignments and knowledgeable about each cleaning procedure. Must be polite and diplomatic in dealing with other staff members and the public.
  • Must be able to work flexible hours.

 

Experience: Some custodial experience preferred.

 

Working Conditions: Works in all physical plant, gallery, and office areas. Works with tools and electrical and mechanical equipment which requires the exercise of good judgment and caution.

 

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Security Officer (8 Positions Available)

 

Job Number: 096-15, 097-15 

Department: Security

Classification: Regular, Hourly, Part Time, 20 hours per week – Job #096-15 (6 Day Shift positions available)

Classification: Regular, Hourly, Part Time, 20 hours per week – Job #097-15 (2 Swing Shift 5pm-10pm positions available)

 

Working under direct supervision, is assigned to work in galleries or gardens to protect visitors, collection and property.  Duties may include performing security patrols by foot, answering visitor inquiries, respond to emergencies according to defined procedures; and monitor movement of staff, visitors, assets, equipment and materials.

 

Essential Functions:

 

  • Patrols assigned areas to protect visitors, collections and property.
  • These areas may be regular or special posts; assignments may change daily and within a single shift.
  • Observe, detect and report on damage to property as well as safety and or security hazards;
  • Maintain a high level of customer service to staff and visitors.
  • This position requires standing for long periods of time (up to 6 hours per shift) and wearing of a radio earpiece at normal volume setting.
  • Greets visitors; provides information, direction and other assistance to ensure visitors have a positive experience.
  • May be assigned outdoors and construction posts which may include inclement weather, dust, dirt and noise.
  • Enforces Huntington and Security policies and regulations within guidelines provided, using good judgment and excellent public relations skills; refers unresolved concerns or problems to supervisor.
  • Responds to alarms according to established guidelines.
  • Assists staff, visitors and others in the safe evacuation of buildings and other areas; Responds to incidents and emergencies according to Huntington policy – same for On-Call Security Officers.

 

Other Functions:

 

  • May be asked to administer first aid to staff or visitors.
  • May be asked to perform security responsibilities for special events, construction activities, filming, and other special functions, at any hours of the day and during any days of the week.
  • Perform other duties as assigned.

 

Qualifications::

 

  • High School diploma or equivalent.
  • Able to understand and explain policies and procedures thoroughly and clearly.
  • Able to speak and articulate clearly for radio and personal communication. Must be able to hear communications accurately over the radio and in person. Must be able to read written documentation, pamphlets, and computer screen.
  • Able to see with clarity up to 75 feet.
  • Sufficient mobility and strength to patrol assigned areas for up to 6 hours standing, and to assist others to evacuate buildings and other areas, including such activities as holding a heavy door open for several minutes at a time and climbing stairs.
  • Able to exercise good judgment at all times.
  • Have a high level of integrity; be tactful and courteous in dealing with visitors, staff, vendors, readers and others.
  • Valid California driver’s license.
  • Able to work a varied schedule which is subject to change.

 

Experience:

 

  • Experience interacting with others in a professional setting - where courtesy, a positive demeanor, and tact are required.
  • Experience in a security related field preferred but not required.
  • CPR and First Aid qualifications preferred.
  • Experience in building evacuations and emergency response preferred.

 

Working Conditions: May work in galleries or garden locations as assigned and may work in inclement weather conditions including severe heat and cold.

 

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Society of Fellows Director

 

Job Number: 092-15 

Department: Advancement

Classification: Regular, Hourly, Full Time, 37.5 hours per week

 

The Society of Fellows Director works as part of a team of development officers and other personnel responsible for the comprehensive fundraising efforts at The Huntington. This senior level position is responsible for the strategic management and operation of the Society of Fellows, the Huntington’s premiere philanthropic group of donors, which currently includes 550 families making gifts of $2,500 to $100,000+ annually.  In total the Society of Fellows contributes in excess of $4 million to support core institutional programs annually. The Director creates and oversees donor cultivation and stewardship initiatives, including the annual gift renewal process, collaborates closely with staff and volunteers to recruit new Fellows and to motivate donor movement to higher giving levels, oversees exclusive Fellows programmatic activities as part of stewardship, directs the signature annual event-based Huntington fundraiser, the annual Huntington Ball, prepares an annual budget which includes revenue goals and programmatic expenses, and supervises two staff members. This position reports to the Vice President for Advancement.

 

Essential Functions:
In collaboration with the Annual Giving Program Manager, the Director oversees prospective Fellows events, a wide range of programming exclusive to existing Fellows that emphasizes links to Huntington collections and programs, and the annual Huntington Ball, The Huntington's major annual fundraising event. Occasional evening and weekend work is required.

 

Additional Duties:

 

  • In consultation with the Vice President for Advancement, establishes strategies, goals and objectives to achieve annual revenue goals.
  • Implements and tracks solicitation activities and renewal processes for all giving levels of the Society of Fellows twice annually; when and as appropriate, directly solicits gifts from current or prospective Fellows. Works closely with the Vice-President for Advancement and other Advancement directors on renewals or upgrades involving targeted appeals. Ensures prompt and accurate acknowledgement of unrestricted annual gifts. Manages a donor portfolio.
  • Staffs two volunteer committees: Fellows Committee and Fellows Seminar Committee. The Fellows Committee is an Overseer committee involved with recruiting New Fellows and with advisory responsibility for the overall Fellows program. The Fellows Seminar committee assists with events showcasing current scholars in the Research division.
  • Works closely with Advancement colleagues to grow the Society of Fellows and to coordinate programming.
  • Oversees the creation and execution of all Fellows events with reliance on the Annual Fund Program Manager and Development associate who in turn work closely with the Special Events office. Involves the Vice President for Advancement, the President’s staff, and directors and staff of the program divisions in development of Fellows events.
  • Develops and oversees systems to monitor budgets, prospect research, prospect lists, donor tracking and the Fellows events calendar. Provides data and analyses as requested for the Vice President for Advancement and the Fellows Committee.
  • Works with the Communications department to produce all print collateral:  branded stationery, marketing materials, and event invitations.
  • Serves as a member of the Advancement Directors group. Attends the Overseer Advancement Committee staffed by the Vice President for Advancement and Overseer meetings.
  • Monitors donor recognition and privileges for the different Fellows giving levels.
  • Coordinates special requests from donors including private tours and meetings with curators.

 

Qualifications:
This position requires outstanding interpersonal and communication (verbal and written) skills, the ability to work on multiple projects simultaneously, and superior organizational and supervisorial abilities. Must have proven success working under pressure to meet deadlines and must also thrive within a collaborative team oriented environment.  Must be diplomatic in dealing with donors, volunteers, staff, scholars, and visitors and possess the ability to speak in public settings.

 

Must also have experience in planning, coordinating and evaluating programs. Bachelor’s degree is required. Proficiency with computer application skills, particularly Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).  Proven experience working with database programs such as Raisers Edge is required.

 

Preferred Experience:
Any combination of skills and experience that provides the knowledge, skills, and abilities necessary for satisfactory job performance. Typically a minimum of 7-10 years of experience in a fundraising setting with emphasis on program planning, annual giving, membership, or other related function. Prior experience in face-to-face donor interaction is preferred. Prior experience in Liberal Arts/Humanities fields is desirable.

 

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Special Events Set Up Assistant, Evening Shift (2 Positions Available)

 

Job Number: 091-15 

Department: Special Events

Classification: Regular, Hourly, Full Time, 37.5 hours per week

 

Working under direct supervision, provides furniture and equipment setup and tear-down for meetings, parties, lectures, and other events; provides light custodial support for events. Reports to the Special Events’ Manager.

 

Essential Functions:

 

  • As directed by the Special Events office sets up and tears down tables, chairs, audio/video, and other equipment, furniture, or event-specific items as needed. (must be able to lift heavy furniture).
  • 8 hour evening shift will fall between 11:30am and 9pm depending on operational needs.
  • Ensures that event furniture & equipment is clean and in good repair, and is stored properly.
  • Records and keeps a regular inventory of all in-house events furniture and equipment, with recommendations for repairs or replacements as needed to the Special Events’ Manager.
  • Proactively manages a schedule of setups & teardowns that maximizes space turnover and efficiency. Works with Special Events Manager to advise on scheduling feasible setup & teardown timing for each of The Huntington’s venue’s different setups.
  • Runs and distributes power & lighting for events as needed, included but not limited to: running power boxes & cabling, ensuring lighting is on and functional for all events, setting up supplemental lighting for catering, etc.
  • In conjunction with the A/V Technician, sets up and runs A/V equipment, including microphones, slide projectors, video projectors, overhead projectors, lights, and other equipment.  May be required to troubleshoot as needed and assist A/V Technician with keeping track of the location of all A/V equipment, ensuring that it is well-maintained and in proper working order.  Must be able to lift heavy items.
  • Performs special cleaning for events: dusts; cleans restrooms; vacuums carpets; spot cleans walls, carpets, floors, and furniture; empties and cleans trash cans and ashtrays; picks up debris and washes down exterior areas; cleans all other areas as directed.
  • May assist in moving boxes, furniture, etc. for event-specific needs.

 

Other Functions: May perform light maintenance duties like changing light bulbs, feasible light furniture repairs, etc. Other duties as assigned.

 

Qualifications:

 

  • High School diploma preferred. Must be able to read and comprehend written instructions and to accurately interpret diagrams. Must be attentive to details and meticulous in following verbal and written instructions.
  • Valid California Drivers' License.
  • Must be able to lift, push, pull, and carry heavy objects; walk and stand for long periods of time; climb ladders, stairs & catwalks; bend and reach.
  • Must be able to work cooperatively with others and function as part of a team. Must be flexible in assuming work assignments and knowledgeable about event and space procedures and guidelines. Must be polite and diplomatic in dealing with other staff members and the public.
  • Must be able to work flexible hours, including evening and weekend events.

 

Experience: Some crew experience preferred; experience with A/V equipment helpful.

 

Working Conditions: Works in all physical plant areas. Works with tools and electrical and mechanical equipment which requires the exercise of good judgment and caution.

 

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job.

 

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About The Huntington

The Huntington Library, Art Collections, and Botanical Gardens is a collections-based research and educational institution established in 1919 by Henry E. and Arabella Huntington. Henry Huntington, a key figure in the...

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