Administrative and Outreach Specialist

Administrative and Outreach Specialist

Des Plaines History Center
Position Description

Position Summary

The Administrative and Outreach Specialist is a full-time, front-facing staff member who supports the mission of the Des Plaines History Center through exceptional administrative service, community outreach, gift shop management, and public communications. This role ensures smooth day-to-day operations, strengthens relationships with community partners, enhances organizational visibility, and provides meaningful support for programs, exhibits, membership, and fundraising.

This position reports directly to the Executive Director.

Key Responsibilities

Administrative Support

Serve as a primary point of contact for visitors, members, volunteers, and callers.
Manage daily office operations, including mail, supplies, scheduling, and reception duties.
Maintain organized and up-to-date digital and physical filing systems.
Assist with data entry and reporting in PastPerfect, QuickBooks Online, and other standard office software.
Prepare correspondence, meeting materials, Board packets, acknowledgments, and internal documents.
Support logistics for programs, meetings, rentals, fundraisers, and members-only events.
Manage the Contact email for the History Center.
Gift Shop Management

Use the point-of-sale (POS) system to process sales, manage transactions, and track inventory.
Maintain accurate inventory records, conduct regular counts, and coordinate restocking efforts.
Arrange merchandise displays to create an appealing and historically themed visitor experience.
Identify opportunities for new merchandise and suggest additions to enhance revenue and mission alignment.
Organize and place orders with vendors, track shipments, and manage backstock.
Work with the Executive Director to improve gift shop performance, pricing, and product selection.
Membership & Donor Support

Maintain membership and donor databases, renewal cycles, and acknowledgment processes.
Assist with membership drives, stewardship efforts, and donor communication.
Prepare and mail thank-you letters, membership cards, and donor recognition materials.
Communications & Outreach

Draft, edit, and distribute press releases to local media outlets and community partners.
Assist with creating and sharing newsletters, social media posts, website updates, and email campaigns.
Maintain a consistent brand identity across digital and print communications.
Represent the History Center at community events, school programs, festivals, and partner gatherings.
Track outreach and engagement metrics and prepare periodic reports.
Volunteer Coordination

Assist with volunteer recruitment, onboarding, training, and communication.
Maintain volunteer schedules and records, including hours and participation.
Support volunteer appreciation activities and events.
Program & Exhibit Support

Provide administrative and logistical support for public programs, workshops, and temporary exhibits.
Assist with visitor surveys, program evaluations, and audience engagement tracking.
Support staff and volunteers during programs, special events, and exhibit openings.

Qualifications

Required

Strong administrative, organizational, and communication skills.
Proficiency with Microsoft Office Suite; Google Apps; ability to learn PastPerfect, QuickBooks Online, and POS systems.
Experience with social media platforms, email marketing tools, and basic digital content creation.
Excellent customer service skills and a welcoming, professional demeanor.
Ability to work independently and collaboratively within a small team.
Ability to lift up to 25 pounds and assist with program/event setup.
Interest in history, education, museums, or community engagement.
Preferred

Experience working in a nonprofit, museum, cultural institution, or retail environment.
Prior use of PastPerfect, QuickBooks, or donor management software.
Graphic design or digital marketing experience (Canva, Adobe Express, etc.).
Strong writing skills for press releases, newsletters, and outreach content.

Schedule & Compensation

Full-time, 40 hours per week.
Occasional evening or weekend shifts required for programs, events, and outreach.
Competitive salary based on experience.
Benefits package available.

How to Apply

Submit a resume, brief cover letter, and three professional references to:

Dennis J. Murray
Executive Director
Des Plaines History Center
djmurray@desplaineshistory.org