MISSION
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.
We Offer a Competitive, Comprehensive Benefits Package
As part of Central Administration, Advancement Operations processes and ensures the accurate allocation of tens of thousands of gift and membership transactions every year for the museum, SAIC, and the Gene Siskel Film Center, maintaining history, compliance, and data integrity.
About The Position
As part of a collaborative Advancement Operations team, and under the direction of the Associate Director, Data Integrity and Training, the Advancement Operations Coordinator is responsible for supporting the professionals and operations of the Advancement Operations department, and the accurate, complete, and efficient organization and maintenance of Central and Departmental Files. This includes maintaining and monitoring operational documentation, relationships with internal administrative departments and external vendors, project management, maintaining meeting calendars, data maintenance projects, and preparing and imaging incoming and archival file material.
Responsibilities
Experience, Education, and Licensure
CLOSING STATEMENT
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].
UNION INFO
This position is part of a bargaining unit represented by AFSCME Council 31
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.
We Offer a Competitive, Comprehensive Benefits Package
- Generous paid time off
- Paid holidays (up to 14 days)
- Medical, dental, and vision insurance
- Generous parental, caregiver, and medical leave benefits
- Competitive retirement plan
- Tuition remission and Tuition Exchange Program
- Great employee discounts
- Complimentary general admission to participating cultural institutions
As part of Central Administration, Advancement Operations processes and ensures the accurate allocation of tens of thousands of gift and membership transactions every year for the museum, SAIC, and the Gene Siskel Film Center, maintaining history, compliance, and data integrity.
About The Position
As part of a collaborative Advancement Operations team, and under the direction of the Associate Director, Data Integrity and Training, the Advancement Operations Coordinator is responsible for supporting the professionals and operations of the Advancement Operations department, and the accurate, complete, and efficient organization and maintenance of Central and Departmental Files. This includes maintaining and monitoring operational documentation, relationships with internal administrative departments and external vendors, project management, maintaining meeting calendars, data maintenance projects, and preparing and imaging incoming and archival file material.
Responsibilities
- Maintain and process Advancement Operations financial dealings and forms, including reconciling charges, handling expense reimbursements, processing purchase requisitions and developing and maintaining budget planning and monitoring mechanisms.
- Maintain relationships with vendor representatives; develop regular picture of annual or scheduled events, renewals and options.
- Order supplies as needed.
- Make and confirm travel, registration and event arrangements.
- Set group meetings and occasionally maintain Director’s or Associate Directors’ calendars.
- Prepare meeting materials as needed, provide meeting attendees with agendas, documentation, and resources.
- Maintain departmental files in accordance with retention policies.
- Maintain and organize department documentation and training materials
- Research, set, document and maintain consistent and standard policies, procedures, and guidelines for file organization, including how documents are prepared, categorized, labeled, indexed and used.
- Contribute to documentation and assist in training users in External Affairs, Advancement, and others on finding and using paper and electronic central and departmental files.
- Review, organize, and prepare incoming file material for imaging; images, index and attach appropriate file material to all relevant constituent records in Raiser’s Edge via PaperSave.
- Maintain and organize materials that are or should be part of imaged backfile, including reviewing and preparing documents for imaging.
- Actively participate in biographical and financial data maintenance and enhancement projects, including employing research tools and methods for review and verification of biographical information and matching gift elements prior to entry or handling.
- Complete client requests in the Advancement Operations ticketing system, and requests submitted via email.
- Provide coverage from time to time for Advancement Operations functions as cross-training allows.
- Adhere to department coverage, vacation blackout periods and overtime requirements as defined by business need.
- Participate in the orientation and training of External Affairs, Advancement, and other staff.
- Participate in the development of the entire department’s strategic goals and direction.
- Monitor and participate in relevant listserves, training opportunities, user groups, publications, and professional groups to grow or maintain a strong knowledge of developments in the fields of development, gift services, administrative functions and document and data management.
- Duties, responsibilities, and activities may change or be added to as needed at the manager’s discretion.
- Prolonged periods of sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time.
- Occasionally moves about inside the office to access file cabinets, office machinery, etc.
- Occasionally moves about the museum campus to retrieve and return physical files.
- Constantly operates a computer and or other office productivity machinery, such as a copy machine, scanner, and printer.
- Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
- Ability to make presentations in person and virtually.
Experience, Education, and Licensure
- Associate’s degree preferred, or some college and superior combination of education and experience.
- Demonstrated data and information processing skills including accuracy and speed.
- Knowledge of gift transactions, financial controls, and regulatory requirements; knowledge of membership transaction processing preferred.
- Some experience with document imaging, gift processing and/or database management, in a non-profit environment.
- Knowledge of Philanthropy/Advancement cycle and processes preferred.
- Excellent spoken and written English language skills.
- Hands on experience with fundraising databases generally; Raiser’s Edge preferred.
- Hands on experience with document imaging software.
- Hands on experience with varied financial instruments.
- Must be willing to sign a code of ethics and confidentiality agreement
CLOSING STATEMENT
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].
UNION INFO
This position is part of a bargaining unit represented by AFSCME Council 31