Remote Archivist Jobs in Minnesota (NOW HIRING)

Salary: $65,000.00 - $75,000.00 Annually
Location : Collegeville, MN
Job Type: Exempt, Administrative Staff, Full Time
Remote Employment: Remote Only
Job Number: 202500044
Department: Hill Museum & Manuscript Library
Opening Date: 08/18/2026
Position Summary
The Hill Museum & Manuscript Library (HMML) invites applications for the full-time, benefit eligible position of Director of Advancement Operations and Annual Giving. This is a fully remote position with preference given to candidates located in central Minnesota or the Twin Cities area.
Founded in 1965, HMML holds the world's largest archive of manuscript photographs in both microfilm and digital format. HMML identifies manuscript collections around the world that need photographic preservation and online access. Its archives now contain more than 500,000 complete manuscripts, ranging in size from large codices of hundreds of folios to brief documents consisting of just a few leaves.
Located on the campus of Saint John's University in Collegeville, Minnesota, HMML is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.
The Director of Advancement Operations and Annual Giving oversees the administration of HMML's advancement database, ensuring the accuracy, integrity, and strategic use of donor information to support fundraising, stewardship, reporting, and organizational decision-making. This role is responsible for maintaining gift records, managing donor data, producing reports and analytics, and ensuring compliance with organizational policies, IRS regulations, and industry best practices.
Reporting to the Chief Advancement Officer, the Director collaborates closely with advancement, communications, finance, programming, and executive leadership to cultivate meaningful relationships with donors, execute multi-channel fundraising initiatives, and provide data-driven insights that support HMML's fundraising goals.
The Director is responsible for developing, implementing, and growing HMML's comprehensive annual giving program to strengthen donor engagement, increase philanthropic support, and enhance donor retention. This position leads the strategy and execution of annual fundraising campaigns, donor stewardship, direct response fundraising, and donor communications while ensuring the integrity and effective use of HMML's constituent relationship management (CRM) system
Visit www.hmml.org to learn more about the places, people and communities that have been part of HMML's global story, and the manuscripts in HMML's digital and microfilm collections.
The Order of Saint Benedict offers competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information).
The posted wage represents OSB's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.
Responsibilities
Database Administration & Data Integrity

• Manage and maintain HMML's advancement database (EveryAction).
• Ensure the CRM, consisting of nearly 10,000 donor, prospect, foundation, corporate, and constituent records, remains accurate, secure, and accessible while maintaining confidentiality.
• Establish and enforce data entry standards, coding structures, and quality control procedures.
• Conduct regular audits to ensure data accuracy, completeness, and consistency.
• Oversee database integrations with online giving platforms, Zoom, event registration systems, and other connected software.
• Investigate and resolve CRM functionality issues while serving as the primary administrator for database operations.
• Develop and maintain documentation, policies, and procedures related to CRM management and data governance.

Reporting & Fundraising Analytics

• Produce daily, weekly, monthly, quarterly, and annual fundraising reports for the Advancement department and executive leadership.
• Analyze donor trends, campaign performance, retention rates, and fundraising outcomes to inform strategic decision-making.
• Create targeted donor lists and queries for fundraising campaigns, stewardship initiatives, communications, and events.
• Monitor key fundraising metrics and recommend strategies to improve donor engagement and fundraising effectiveness.
• Provide actionable data insights that support annual giving and major gift strategies.

Gift Processing & Financial Compliance

• Ensure all charitable gifts are processed accurately and acknowledged promptly.
• Maintain receipting procedures that comply with IRS regulations and organizational policies.
• Partner with the Business Manager to reconcile fundraising records with the general ledger.
• Coordinate with the OSB Business Office to ensure timely processing and deposit of charitable contributions.
• Maintain accurate donor recognition records and stewardship reports.
• Support grant tracking, campaign reporting, and fundraising compliance requirements.

Collaboration, Training & Vendor Management

• Serve as the advancement team's subject matter expert on EveryAction and related fundraising technologies.
• Train advancement staff on CRM best practices, reporting tools, and data management procedures.
• Act as the primary liaison with CRM vendors and technical support providers.
• Stay current on fundraising trends, annual giving best practices, and CRM enhancements.
• Participate in strategic planning related to fundraising, communications, donor engagement, and organizational growth.
• Collaborate across departments to ensure coordinated donor experiences and consistent fundraising messaging.
• Perform other duties as assigned.

Annual Fund Donor Stewardship

• Manage relationships with annual fund donors through thoughtful stewardship and ongoing engagement.
• Coordinate donor acknowledgment processes to ensure timely, accurate, and meaningful recognition in collaboration with the rest of HMMl's Advancement team.
• Support donor events and engagement activities designed to strengthen relationships with HMML supporters.
• Evaluate communication effectiveness using fundraising and engagement metrics.

Qualifications
PREFERRED QUALIFICATIONS:

• Bachelor's degree in related field.
• Minimum five years of progressively responsible experience in annual giving, fundraising, advancement services, donor relations, or nonprofit development.
• Experience managing donor databases such as EveryAction, Raiser's Edge, Salesforce, or similar CRM platforms.
• Basic bookkeeping skills sufficient to identify and resolve discrepancies in accounting records and to complete forms.
• Ability to maintain accurate and complete records, locate errors, and recommend solutions.
• Demonstrated success managing annual fundraising campaigns and donor stewardship initiatives.
• Excellent written communication skills with experience creating fundraising appeals and donor communications.
• Strong analytical skills with experience interpreting fundraising data and donor trends.
• Proficiency with Microsoft applications, including Excel and merge applications.
• Commitment to HMML's mission and ability to build authentic relationships with donors and colleagues.

KNOWLEDGE, SKILLS, & ABILITIES:

• Ability to work with minimal supervision, yet function within multiple department teams.
• Demonstrated ability to develop procedures and provide support for electronic systems use for technical and non-technical users.
• Ability to work under time constraints and to multitask to meet deadlines.
• Ability to communicate in a friendly, concise, informative manner with individuals outside the institution concerning HMML business, including donors.
• Highly organized with exceptional attention to detail and project management skills.
• Ability to manage multiple priorities while maintaining confidentiality and professionalism.
• Strong computer skills.

Physical Abilities:
Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional lifting may be required.
ADDITIONAL REQUISITES:
In addition to the qualifications noted on the job description, all employees are expected to abide by the following expectations:

1. Ability to interact with the community of the Order of Saint Benedict and the Saint John's community as an integral part of the staff.
2. Project a positive image of service which represents the unit to which assigned.
3. Ability to acquire an understanding of the character and mission of Order of Saint Benedict and Saint John's University.
4. A willingness to maintain a high level of competence. Discreet judgment and confidentiality are expected of all employees.
5. Help create and foster a positive, respectful, and inclusive work environment.

The personal safety and health of each employee is of primary importance in our operation. Each employee has the responsibility to prevent accidents and injuries. The Order of Saint Benedict and its employees have the responsibility to comply with Federal, State, and departmental regulations related to safety and health.
To Apply
Applications are accepted online by clicking on "Apply". Candidates are asked to complete the application form and submit a cover letter and resume.
If you require an accommodation to participate in the OSB hiring process, please contact Human Resources at (320) 363-2874.
It is the policy of OSB to conduct a pre-employment background check. An offer of employment is contingent upon a successful background check.
Order of Saint Benedict is an Equal Opportunity Employer.
HMML is a cultural heritage institution that welcomes applicants from all religious and cultural backgrounds.
The Order of Saint Benedict (conducting Saint John's Abbey, Saint John's Preparatory School, Liturgical Press, HMML, and Collegeville Institute) provides a comprehensive fringe benefit program. This brochure provides a summary of the benefits offered to employees.
HEALTH INSURANCE
Employees are eligible for coverage in the health insurance plan on the first of the month following their date of hire. If you elect medical coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing health care providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.
DENTAL INSURANCE
Employees are eligible for coverage in the dental insurance plan on the first of the month following their date of hire. If you elect dental coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.
VISION PLAN
This voluntary plan offers affordable vision coverage for routine eye exams, eyeglass lenses and frames, and contact lenses. Discounts on hearing exams and hearing aids are also included.
LIFE INSURANCE
The Order provides a Basic Life and Accidental Death and Dismemberment (AD&D) policy to employees. This insurance becomes effective on the first of the month following date of hire. The amount of term insurance provided is based on 1.5x salary up to a maximum benefit of $400,000.
You may also purchase additional life and AD&D insurance in increments of $20,000 up to a max of $500,000. There is also a dependent life insurance package available.
Employer provided life insurance in excess of $50,000 is subject to imputed tax (a tax on the value of the premium).
VACATION
Paid vacation is accrued based upon FTE and the number of years employed. Vacation is cumulative from year to year to a maximum of 240 hours. Employees working 100% time receive the following:
Vacation days per year Years employed
16 days 0-10 years
20 days 11+ years
HOLIDAY PAY
Employees receive paid holidays. The Order recognizes ten official holidays during the calendar year: New Years' Eve Day, New Years' Eve, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving Day, Christmas Eve and Christmas Day. Leased employees may receive additional holidays.
SICK LEAVE
Full-time employees earn up to 9 days of sick leave per year, pro-rated based on FTE. Sick leave is cumulative from year to year up to a maximum of 720 hours (90 days). Employees may also use accumulated personal sick leave to care for ill family members.
LONG-TERM DISABILITY
After one year of benefit eligible employment, the Order provides coverage in the event of an illness or injury which prevents you from working. This plan provides a benefit which equals 60% of your basic monthly earnings to a maximum monthly benefit of $15,000. This benefit will be payable for the benefit duration, provided the employee is unable to perform the usual and customary duties of his/her occupation. For specific details, please refer to plan booklet.
FLEXIBLE SPENDING ACCOUNTS / HEALTH SAVINGS ACCOUNTS
These plans allow employees to set aside a portion of their salary on a pre-tax basis to pay for IRS approved expenses.
TUITION ASSISTANCE - PREP SCHOOL
The tuition assistance plan is an educational grant provided by the Order to a qualified child of a full time employee towards meeting the tuition costs at Saint John's Preparatory School. The dependent must meet the eligibility