Job Listing: Membership and Office Manager (Washington Heritage Museums, Fredericksburg)

Title – Membership and Office Manager

Name of Organization – Washington Heritage Museums, Fredericksburg, VA

Closes – November 7, 2025, or until filled

Compensation – This full-time position offers paid time off (PTO) and holidays and eligibility for participation in a matching SIMPLE IRA program. Training is provided. Hourly wages are between $18.75 and $19.50, commensurate with experience.

Type – Full-time, 40 hours per week, Non-exempt, In-person, essential

Apply – Visit https://www.washingtonheritagemuseums.org/employment-volunteer-opportunities to apply.

Summary – Under the direction of the Executive Director, the Membership and Office Manager is responsible for managing membership and donor services, supporting office operations, and assisting with technology and communications. This role requires a high level of organization and attention to detail. Must maintain strict confidentiality in all donor, employee, and organizational matters. Requires ability to lift and carry up to 40 lbs., climb stairs, traverse uneven terrain.

Responsibilities –

Membership and Donor Management

• Promotes the membership benefits to actively recruit and retain members
• Uses donor software to prepare and distribute membership renewals, donation solicitations, and
• pledge reminders. Records and acknowledges gifts in donor software, maintaining accurate records.
• Creates and maintains supplemental tracking tools (e.g. Excel spreadsheets) as needed.
• Date: 04/18/17Revised: 9/2/22Revised 5/22/24Revised 10/15/25
• Builds and manages online pages for ticketing, sponsorships, silent auctions, and donations. Provides
• regular data reports to the Executive Director and Event Organizer(s).
• Occasionally assists with website updates, social media, and online presence of WHM.
• Creates and distributes e-newsletters to members, donors, and the community.

Office Management:

• Answers and directs phone calls, taking messages when needed. Responds to website and social media
• direct messages as well as distributes email correspondence as needed for all shared email inboxes.
• Prepares schedules for school and group tours, interfacing with Fredericksburg’s Economic
• Development and Tourism department when needed. Apprises key staff of group tour bookings.
• Prepares invoices for tour groups upon request.
• Provides operational and office support to WHM sites and Museum Store.
• Reviews biweekly staff timesheets for completeness and accuracy, performs other payroll duties when
• necessary.
• Maintains contractor records, including Certificates of Insurance and/or W-9s; obtains updated
• documents as required.
• Purchases offices and program supplies for the organization. Maintains accurate expense tracking.
• Prepares accurate bank deposits and petty cash reports.

Technology Support:

• Assists with AV setup, transcription, and posting for lectures
• Provides basic support for phones, computers, and Square Point of Sale (POS) systems; serves as
• primary liaison with IT contractor for technical issues

Reports:

• Prepares monthly and quarterly membership reports for Executive Director.
• Assists with data collection for audits, tax filings (990), grant applications, and the Annual Report.
• Takes minutes at WHM staff meetings.
• Other:
• Performs such other duties as may be assigned by the Executive Director.

Qualifications

• 1 - 2 years of post-secondary education beyond high school or GED
• 1 – 2 years office experience to include database management
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Experience with graphic design tools such as Canva, PowerPoint, or Adobe
• Experience in AV recording, transcription, and posting

About –

Washington Heritage Museums (WHM) is a vibrant nonprofit organization founded in 2012 to protect and share four remarkable 18th-century house museums in historic downtown Fredericksburg: the Mary Washington House, Hugh Mercer Apothecary Shop, Rising Sun Tavern, and St. James’ House. The first three are open year-round for engaging guided tours led by costumed interpreters, and St. James’ House currently serves as the WHM headquarters.  During select weeks each spring and fall, the home is open for guided tours.

In 2023, WHM broadened its mission with the acquisition of the Mary Washington Monument and the Caretaker’s Lodge, a site now undergoing renovation and landscape redesign to enhance accessibility and strengthen its educational value.

Supported by a growing community of members across Virginia and beyond, WHM is dedicated to ensuring these cultural treasures remain relevant and accessible for future generations. The organization welcomes members to become active stewards of history, offering rewarding volunteer opportunities that inspire learning, safeguard the past, and ignite storytelling that connects generations.

https://www.washingtonheritagemuseums.org/