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.

Under the direction of the Manager of Development, the Database Coordinator in Development at the American Academy in Rome is based in New York. The position is responsible for coordinating data input and report output in the Raiser’s Edge database. This includes completing tactics to produce annual fundraising appeals, gift processing, data input including Fellows & Residents alumni biographical information, gift reconciliation with the Finance Department, and occasional prospect research within the Development team. They will respond to queries from donors and colleagues in a timely way. To apply, please follow the instructions located in the job description here.

Responsibilities

• Enter pledges, gifts, and payments into Raiser’s Edge donor database 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
• Manage schedule for Development Department meetings and collect agenda items for discussion ahead of time
• Export lists upon request by the Director of Communications for use in AAR publications and for their distribution
• Coordinate with Manager of Development to draft gift acknowledgments, including writing, generating, and proofing letters and tax receipts, and updating and creating new templates as appropriate
• Manage pledge reminders procedures, including running regular reports to determine outstanding pledges, creating, and sending pledge reminders as needed, and reconciling pledges with the Finance Department
• Coordinate other 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
• Serve as Development Department’s Raiser’s Edge “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 this competency
• 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
• Create and maintain donor lists
• Maintain paper and digital donor files
• Assist with Academy events and programs, including galas and other donor events
• Fulfill other administrative duties as assigned, such as reconciling credit card statements, assembling budgets, booking travel, and maintaining Development Department office supplies inventory
• Contribute to evaluation of vendors for new Customer Relationship System (CRS) donor database system in FY’24

Supervisory

• None

Qualifications and Education

• Bachelor’s degree
• 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

Skills and Abilities

• 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
• 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