Job Description
Job Description
The American Academy in Rome is a leading overseas center for independent studies and advanced research in the arts and humanities. A privately funded institution, the Academy relies on the generous support of individuals, foundations, and corporations to support innovative artists, writers, and scholars generating new ideas together in a dynamic international community.
The Advancement Coordinator is the first point of contact for all gifts. Under the direction of the Associate Director of Development, the Advancement Coordinator is responsible for gift processing, including data input and reporting output in Raiser’s Edge and Salesforce; drafting and mailing acknowledgement letters and donor communications; assisting with the production of annual fundraising appeals; implementing the automation of Development processes where applicable; and assisting with occasional prospect research and events support.
An important member of the Academy’s small but collaborative fundraising team, successful applicants will demonstrate an ability to work harmoniously and intercontinentally. The American Academy in Rome invites 360-degree thinkers seeking an opportunity to gain hard Development skills and grow in a stimulating environment to apply.
SUPERVISION:
The Advancement Coordinator reports to the Associate Director of Development.
RESPONSIBILITIES:
Database Management (50%)
• Serve as Development Department’s Raiser’s Edge and Salesforce “super user” to support the staff team as a problem-solver, and as liaison to Blackbaud/Raiser’s Edge (vendor). Appropriate training will be provided to achieve “super user” competency.
• Enter pledges, gifts, and payments into Raiser’s Edge and Salesforce donor databases accurately and in a timely manner.
• Enter, update, and maintain AAR data: gifts, biographical information, contact information, attributes, relationships, Fellows & Residents alumni records.
• Run data queries and reports; run gift and financial analysis reports; export data to create documents, spreadsheets, timelines, and mailing lists; manage Raiser’s Edge user access.
• Implement data-driven procedures and AI / automation tools where appropriate.
Gift Acknowledgements and Donor Communications (30%)
• Draft gift acknowledgment letters, including writing, generating, and proofing letters and tax receipts, and updating and creating new templates as appropriate.
• Manage pledge reminder procedures, including running regular reports to determine outstanding pledges, creating, and sending pledge reminders as needed, and reconciling pledges with the Finance Department.
• Coordinate development mailings, including compiling mailing lists, creating mail merges, working with third party vendors, tracking responses, and managing logistics.
• Perform other annual appeal and mailing duties as needed and assigned, such as the annual holiday card and targeted fundraising appeals including planned giving appeals.
Development Administration (20%)
• Manage schedule for Development Department meetings and collect agenda items for discussion ahead of time.
• Routinely create and maintain donor lists to best support larger Development team.
• Coordinate with the Finance Department on gift processing procedures, reconciling contributions, managing, and creating fund codes, and producing and analyzing reports, to maintain consistency of information across platforms and departments.
• Fulfill other administrative duties as assigned, such as reconciling credit card statements, assembling budgets, booking travel, and maintaining Development Department office supplies inventory.
• Perform other duties as needed and assigned.
• Maintain paper and digital donor files.
• Occasionally assist with Academy events and programs, including galas and other donor events.
QUALIFICATIONS AND EXPERIENCE
To perform this job successfully, an individual must be able to perform each essential function at an exceedingly high level. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Bachelor’s degree in a related field.
• Minimum three (3) years of professional development experience, preferably in an academic or cultural institution.
• Background in working with cultural or arts organizations is a significant advantage.
• Proficiency in Raiser’s Edge and/or Salesforce, including experience running queries, exports, and reports with an interest in expanding these skills.
• Strong verbal and written communication skills, combined with demonstrated interpersonal skills and professional demeanor.
• Excellent organizational ability, analytical and problem-solving skills, accuracy, and attention to detail, along with demonstrated interest in learning and improving skills.
• Strength in effectively managing time and taking initiative, and proven ability to work collaboratively on a small team with concurrent projects and deadlines.
• Excellent judgment and discretion in handling confidential and sensitive information.
• High level of proficiency in Microsoft Office applications (including Word, Excel, Teams, and PowerPoint), and Adobe Acrobat.
• Availability to work occasional evenings and weekends to staff events and programs.
BENEFITS
- Health Coverage: Medical, dental, and vision insurance
- Life and Disability Insurance: Employer-paid life insurance, as well as long-term and short-term disability coverage
- Flexible Spending Accounts (FSA): Pre-tax options for healthcare and dependent care expenses
- Telemedicine Services: Convenient access to virtual care
- Retirement Plan: A 403(b) retirement plan fully funded by the employer
- Paid Time Off: Generous paid time off, including vacation, holidays, and sick leave
- Additional Voluntary Benefits: A variety of optional benefits to meet individual needs
- Attendance: We value a healthy work-life balance and currently offer a work schedule of four days in-office and one day of remote work.