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The entrance to the American Academy in Rome office in New York

Overview

The American Academy in Rome is the oldest overseas center for research and study in the arts and humanities. Each year, the Academy awards the Rome Prize to a select group of artists and scholars who are invited to live and work in a dynamic international community in the heart of Rome. To support the work of these Fellows, the Academy also hosts programming in Rome, New York, and around the United States.

AAR is an Equal Opportunity Employer.

Programs and Communications Associate

The American Academy in Rome, the oldest American overseas center for advanced research and practice in the arts and humanities, seeks a bright, energetic, and driven Programs and Communications Associate to support activities in New York City and Rome.

The Programs and Communications Associate is responsible for supporting, coordinating, and executing a full range of responsibilities and tasks, working closely with the staff in both the New York and Rome offices. The successful candidate must be a skilled writer in multiple formats who can help draft copy for the Academy’s website and social-media platforms and assist in the development and/or preparation of presentation materials. The Programs and Communications Associate will perform a wide range of multimedia support functions, such as video production and editing and/or coordination of instructional/in-house broadcasts.

The Programs and Communications Associate provides overall support for efforts such as the Rome Prize Competition and Ceremony, invitational Residencies, Affiliated Fellowships, Conversations/Conversazioni: From the American Academy in Rome, and seasonal programs, as well as to the Society of Fellows, vendor coordination, and event and meeting support.

Supervision

The Programs and Communications Associate reports to the Director of Communications, with additional direction from the Programs Director and the Communications Manager. This position works collaboratively and shares certain responsibilities with the Executive Assistant to the President, and also works in direct consultation with the Programs team in Rome.

Responsibilities

1. Programs (50%)

  • Provide administrative support and logistical coordination for all programs, including programs in Rome (Rome Prize Fellowships, Italian Fellowships, Residencies, Affiliated Fellowships, and seasonal programs such as the Classical Summer School) as well as programs in New York and the United States (Rome Prize Ceremony and Orientation, Conversations/Conversazioni, lectures, conferences, exhibitions)
  • Manage inquiries, information, and requests for technical support related to fellowship applications; actively managing databases (Raiser’s Edge, Access, etc.), including data entry, reporting, and analysis; processing reimbursements
  • Plan and coordinate outreach for the Rome Prize competition and all Academy programs, including researching and maintaining a database of institutional and organizational contacts, distributing information and materials, and responding to inquiries and requests in consultation with Rome staff as needed
  • Coordinate and support the Rome Prize jury process, including organizing materials for review, actively managing scheduling and travel arrangements for all jurors and finalists, and handling meeting and interview logistics
  • Assist in preparation of program materials and presentations for Board of Trustees and committee meetings in consultation with Rome staff as needed
  • Assist with maintenance of online application/review portal, departmental files, and institutional archives
  • Assist with Academy events as needed, including program events, galas, and other alumni events
  • Perform other programs duties as needed and assigned

2. Communications (50%)

  • Draft content for and monitors AAR’s social-media properties (Twitter, Facebook, Instagram, etc.) and/or perform other web-related tasks as assigned
  • Proofread webpages, email blasts, and related communications
  • Develop, write, record, and/or edit audio and video works
  • Update and help maintain press/media lists
  • Assist with management of the info [at] aarome.org email inbox, including screening emails, fielding questions, and forwarding to appropriate staff in New York or Rome for response
  • Provide support with Academy publications, including managing online sales platforms, inventory in New York and Rome, and order fulfillment
  • Perform other communications duties as needed and assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function at a satisfactory level. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Bachelor’s degree, with study in or knowledge of one or more of the disciplines represented by the Academy
  • Three years of work experience supporting arts or humanities programs, preferably in a nonprofit cultural or academic setting, or equivalent experience
  • 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
  • Strong verbal and written communication skills, combined with demonstrated interpersonal skills and professional demeanor
  • Ability to interact professionally and work productively with a wide range of constituents including management and support staff, board members, donors, funders, consultants, and vendors
  • Familiarity with setting up and operating audio and/or video recording equipment and editing software
  • Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Access, as well as Google applications, including Gmail, Google Calendar, and Google Drive
  • Aptitude for database and design applications/software, especially Raiser’s Edge and Adobe Creative Suite (Acrobat, Illustrator, InDesign, Premiere Pro, and Photoshop); ability to learn and develop proficiency in new applications quickly
  • Knowledge of every major social-media platform; familiarity with Facebook Business Manager is a plus
  • Excellent judgment and discretion in handling confidential and sensitive information
  • Ability to work occasional evenings and weekends for events and programs
  • Italian language proficiency helpful but not required

Please visit https://aarome.bamboohr.com/jobs/view.php?id=36 to begin your application.

The American Academy in Rome (AAR) is an Equal Opportunity Employer (EOE).

Development Operations Coordinator

The Development Operations Coordinator at the American Academy in Rome is based in New York and is responsible for gift processing, database management, research, and administration within the Development team.

The Development Operations Coordinator is responsible for executing and supporting a full range of development responsibilities and tasks, working with the staff in both the New York and Rome offices. The person in this role will generate a wide variety of Raiser’s Edge reports, manage all gift processing and acknowledgment, provide administrative support, and respond to queries from donors and colleagues.

Responsibilities

Gift Processing and Database Management

  • Responsible for entering pledges, gifts, and payments into Raiser’s Edge accurately and in a timely manner
  • With training as needed, serve as primary Raiser’s Edge user, including entering, updating, and maintaining data; running queries and reports; running gift and analytic reports; exporting data to create documents, spreadsheets, timelines, and mailing lists; managing user access; implementing data-driven procedures; and liaising with Blackbaud
  • Responsible for gift acknowledgments, including writing, generating, and proofing letters and tax receipts, and updating and creating new templates as appropriate
  • Responsible for pledge management, including running regular reports to determine outstanding pledges, creating and sending pledge reminders as needed, and reconciling pledges with the finance department
  • Coordinate with the finance department on implementing gift processing procedures, reconciling contributions, managing and creating fund codes, and producing and analyzing reports, to maintain consistency of information across platforms and departments
  • Perform other database management duties as needed and assigned

Research

  • Participate in projects to identify, qualify, and quantify segments of the AAR prospect pool
  • Using a variety of resources, conduct donor research on individuals, foundations, and corporations, and write confidential research profiles that summarize donor capacity and inclination, and analyze financial and philanthropic information
  • Implement systems to manage prospect and research data in electronic records

Administrative Support

  • Creates and maintains donor lists
  • Maintains donor files both in the office and digitally
  • Drafts content for the AAR website, magazine, and donor communications
  • Assist with Academy events and programs, including galas and other donor events
  • Other administrative duties as assigned, such as credit card statement reconciliation, assembling budgets, booking travel, and maintaining Development office supplies
  • Serves as a backup to the Executive Assistant to support the Academy President

Supervisory

None

Minimum Qualifications and Education

  • Bachelor’s degree in relevant field required, with study in or knowledge of one or more of the disciplines represented by the Academy preferred
  • At least three (3) years of professional development experience, preferably in an academic or cultural institution
  • Proficiency in Raiser’s Edge, including experience running queries, exports, and reports with an interest in expanding these skills
  • 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
  • Strong verbal and written communication skills, combined with demonstrated interpersonal skills and professional demeanor

Skills

  • Ability to interact professionally and work productively with a wide range of constituents including management and support staff, board members, donors, funders, consultants, and vendors
  • Excellent judgment and discretion in handling confidential and sensitive information
  • High level of proficiency in Microsoft Office applications (including Word, Excel, and PowerPoint), Google applications (including Gmail, Google Calendar, and Google Drive), and Adobe Acrobat Reader
  • Ability to work occasional evenings and weekends for events and programs

Please visit https://aarome.bamboohr.com/jobs/view.php?id=37 to begin your application.

The American Academy in Rome (AAR) is an Equal Opportunity Employer (EOE).

Associate Director, Institutional Giving

The American Academy in Rome New York office is seeking an Associate Director, Institutional Giving who will be responsible for all foundation, government, and corporate fundraising and reports to the Vice President of Development. The Associate Director, Institutional Giving is a critical contributor to the Academy’s annual fundraising goals. The Associate Director, Institutional Giving is a member of the Development team in New York who works in close coordination with Development staff in Rome.

Responsibilities

  • Develop and implement a comprehensive acquisition and engagement strategy for all foundation, government, and corporate giving toward a goal of over $1 million annually
  • Cultivate meaningful and long-term relationships with donors and serve as lead relationship manager for institutional contacts
  • Conduct active and continuous research to identify new prospects; analyze past and current funders to find new avenues of support
  • Work closely with leadership and colleagues to obtain a thorough understanding of the Academy’s priorities and successfully convey these in effective, direct and compelling letters, proposals, and grant requests
  • Oversee expenses and revenue from institutional giving activities
  • Manage all institutional relationships in donor database Raiser’s Edge (RE), track solicitations through proposals in RE
  • Prepare monthly, quarterly and annual reports tracking financials and progress to goals from institutional giving activity
  • Manage the fulfillment of sponsor and funder benefits
  • Responsible for compliance with endowment and grant-related reports
  • Prepare strategic talking points and other materials for donor meetings, draft correspondence for leadership
  • Provide management and other support of Development initiatives as needed and directed

Supervisory

May supervise a Development Intern if one is hired to support the Institutional Giving Program.

Minimum Qualifications and Education

  • Master’s degree in arts or humanities preferred
  • At least 7 years of institutional fundraising experience required
  • Experience with arts and education institutional fundraising required
  • Impeccable writing skills, ability to produce proposals and letters quickly and meet deadlines
  • Proven track record of successful solicitations
  • Proven strength in effectively prioritizing and managing time, taking initiative, communicating potential needs, juggling multiple projects with strong attention to detail
  • Willingness and flexibility to support shifting priorities
  • Outstanding oral and interpersonal communication skills, with ability to interact professionally and work productively with a wide range of constituents
  • Experience working with development databases; Raiser’s Edge experience a plus
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Italian language proficiency helpful but not required

Skills

  • High level of proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Access, as well as Google applications, including Gmail, Google Calendar, and Google Drive
  • Knowledge and aptitude for working with a development database especially Raiser’s Edge
  • Excellent judgment and discretion in handling confidential and sensitive information
  • Ability to work occasional evenings and weekends for events and programs

How to Apply

Interest applicants should complete an online application and include a resume and cover letter at aarome.bamboohr.com/jobs/view.php?id=33.

American Academy in Rome (AAR) is an Equal Opportunity Employer (EOE).