Job Opportunities

Archivist, Part-Time (New York)

The American Academy in Rome seeks a part-time Archivist for its NY Office.


Organization

The American Academy in Rome, founded in 1894, awards the Rome Prize to a select group of artists and scholars, after an application process that begins in the fall of each year. The winners, announced in the spring, are invited to Rome to pursue their work in an atmosphere conducive to intellectual and artistic freedom, interdisciplinary exchange, and innovation. The community includes Fellows, Residents, Visiting Artists and Scholars, and members of academic Summer Programs. The organization employs a staff of 50 in Rome and 15 in New York.

Summary

The part-time Archivist in the New York office of the American Academy in Rome works approximately 16 hours per week, and is responsible for processing and managing the Academy’s paper archival documents as part of a recurring deposit to the Archives of American Art; creating new metadata for born digital assets; and serving as a resource and collaborator for archivists leading digitization projects in Rome.

The American Academy in Rome Institutional Archive is housed in the Academy’s New York office and consists of approximately 300 linear feet of processed and unprocessed materials, with additional items housed in off-site storage facilities. The collection contains Board of Trustees and various committees’ minutes and operation records of the Development, Finance and Programs departments, including the School of Classical Studies, the School of Fine Arts, and the Summer Session. The Archive also includes records of Executives, Officers and Directors, publications, photographs, newspaper clippings, ephemera, and architectural drawings.

The Rome offices house an Archaeological Study Collection with over 9,000 physical and 5,000 digitized objects and a Photographic Archive with over 80,000 prints and negatives and 35,000 digital images. The growing digital assets of the institutional archives are managed in ArchivesSpace.  The collections are also managed in the Academy’s Digital Humanities Center.

The successful candidate will have a professional degree and/or equivalent experience in one or more fields relevant to library science, including experience processing manuscript/archival materials and developing processing plans; in-depth knowledge of current developments in archival processing; knowledge of preservation and conservation standards and procedures for manuscript/archival materials; and experience with ArchivesSpace.  This is a part-time position based in New York City and is not eligible for benefits.  The schedule and hours can be flexible.

Supervision

The Archivist reports the Drue Heinz Librarian in the Rome office, and works closely with staff in the New York office and with the library and archives team in Rome.

Qualifications

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

  1. Professional degree from library school, other appropriate degree, and/or equivalent experience in one or more fields relevant to library science, preferably from positions or internships processing manuscript/archival materials and developing processing plans
  2. In depth knowledge of current developments in archival processing, and knowledge of preservation and conservation standards and procedures for manuscript/archival materials
  3. Excellent organizational ability, analytical and problem-solving skills, accuracy, and attention to detail
  4. Proven strength in effectively prioritizing and managing time, taking initiative, juggling multiple duties and tasks, and meeting strict deadlines
  5. Demonstrated ability to balance working independently and being self-directed with working as part of a team and following specific direction
  6. Ability to interact professionally and work productively with a wide range of constituents including management, support staff, and vendors
  7. Strong proficiency in ArchivesSpace
  8. Working knowledge of metadata standards including MARC, EAD, VRA, and Dublin Core
  9. Experience using a website CMS such as Drupal or Wordpress
  10. Ability to scale, crop, color balance, and apply basic retouching to images in Adobe Photoshop and work with metadata in Adobe Bridge
  11. Proficiency in Microsoft Office applications including Word, Excel, and Powerpoint, as well as Google applications including Gmail and Google Drive
  12. Strong written and verbal communication skills
  13. Good judgment and discretion in handling confidential and sensitive information.

To Apply

Please submit your resume with cover letter outlining your interest in the Academy and your qualifications for the position to: https://aarome.bamboohr.com/jobs/view.php?id=20.

Development Coordinator (New York)

The Academy seeks Development Coordinator to join its dynamic and fast-paced Development department. The position is based at the Academy’s New York City office. Responsible for supporting, coordinating, and executing a full range of development responsibilities and tasks, the Development Coordinator works with staff in both the New York and Rome offices and reports directly to the Vice President of Development.


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.

Essential Duties and Responsibilities

Gift Processing and Database Management

  1. Responsible for all aspects of gift processing, including handling all gifts, payments, and pledges on a daily basis, and entering them into Raiser’s Edge.
  2. Responsible for all gift acknowledgements, including writing, generating, and proofing all letters and tax receipts.
  3. Responsible for pledge management, including running reports to determine outstanding pledges, creating and sending pledge reminders as needed, and reconciling pledges with the finance department.
  4. Serve as primary “power user” for Raiser’s Edge, including entering, updating, and maintaining data; running queries and reports; exporting data to create documents, spreadsheets, timelines, and mailing lists; managing user access; and implementing data-driven procedures.
  5. Coordinate with the finance department on implementing gift processing procedures, reconciling contributions, managing and creating fund codes, and producing and analyzing reports.

Annual Appeals and Mailings Coordination

  1. Coordinate conception, project management, and full execution of two annual appeals.
  2. Coordinate other mailings, including compiling mailing lists, creating mail merges, working with third party vendors, tracking responses, and managing logistics.

Development Coordination

  1. Provide administrative support to the Vice President for Development, including maintaining a busy schedule of internal and external meetings, processing expense reports, screening calls, and handling correspondence.
  2. In coordination with Vice President of Development, research, identify, cultivate, and strategize approaches to donors and prospects; track pipeline of Vice President of Development.
  3. Provide full administrative support and logistical coordination for development activities and operations, including coordinating departmental budgets and reforecasts.
  4. Handle donor correspondence and documents, including writing, editing, and tracking gift agreements and Rome Prize donor letters.
  5. Assist with relevant Board, Committee, donor, and staff meeting logistics, including preparing materials, coordinating attendance and participation, documenting and following up on action items, and handling room/equipment set up/clean up.
  6. Assist with Academy events and programs as needed, including galas and other donor events.

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.

  1. Bachelor’s degree required, with study in or knowledge of one or more of the disciplines represented by the Academy preferred.
  2. Two to five years of professional development experience, preferably in educational or arts/cultural fundraising.
  3. Advanced skills in Raiser’s Edge, including experience running reports.
  4. Excellent organizational ability, analytical and problem solving skills, accuracy, and attention to detail, along with demonstrated interest in learning and improving skills.
  5. Strength in effectively managing time and taking initiative, and proven ability to work collaboratively on a small team with concurrent projects and deadlines.
  6. Strong verbal and written communication skills, combined with demonstrated interpersonal skills and professional demeanor.
  7. 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.
  8. Excellent judgment and discretion in handling confidential and sensitive information.
  9. 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.
  10. Ability to work occasional evenings and weekends for events and programs.
  11. Italian language familiarity or proficiency helpful but not required.

The American Academy in Rome is an equal opportunity employer.

Applications should be submitted at online at: https://aarome.bamboohr.com/jobs/view.php?id=19

 

Operations Manager (Rome)

The American Academy in Rome is an American nonprofit organization with its primary property and operations in Rome, Italy, and its principal finance and fundraising operations in New York. The Academy seeks an Operations Manager in Rome to comprehensively oversee and manage on a full-time basis the operations for the Academy’s Rome campus, which consists of landmarked, historic, and renovated buildings and gardens with a wide range of uses, including residential, creative, research, dining, program, library, collection storage, and offices.


Summary

In collaboration with the Director in Rome and the Vice President for Finance and Administration (VPFA) in New York, the Operations Manager strategically and proactively drives high standards, efficiency, and cost effectiveness in all aspects of operations, including facilities, security, and technology.

The Operations Manager ensures that daily and long-term needs are met and supported by overseeing day-to-day operations, providing broad operational support for programs and projects, planning and managing budgets, and developing and implementing policies, procedures, and best practices. In close conjunction with the Director in Rome and the VPFA in New York, the Operations Manager also plans and implements capital maintenance and projects across the Rome campus and consults on operational and capital needs in the New York office as needed.

The successful candidate will be a strategic professional who has broad-based expertise and depth in the relevant areas of the Academy’s needs, ideally from work experience in multinational nonprofit organizations. The ideal candidate will appreciate the Academy’s unique profile as a hybrid academic and cultural institution, as well as the complexities of concurrent operations and business models in two different countries.

Supervision

Based in Rome, the Operations Manager reports to the Director in Rome and the VPFA in New York, is a head of sector on the Rome staff, and participates in Rome/New York senior-staff meetings as needed. The Operations Manager oversees maintenance, gardens, gatekeepers, and IT, and works closely with the heads of finance, residential services, kitchen, and programs, as well other sector heads in Rome.

Responsibilities

Key areas of responsibility include:

  • Supervision of the consultant for gardens in managing all routine and exceptional grounds work and projects by staff and vendors throughout the campus
  • Hands-on leadership of gatekeeping staff and security contractors to manage the campus-wide security and safety plan
  • Proactive oversight of the IT consultant to prioritize, plan, and manage technology initiatives and ensure integrated and streamlined services across both Rome and New York locations
  • Supervision of the part-time Superintendent of Maintenance
  • Presentation of capital initiatives and projects to Director in Rome and VPFA in New York that take into account the preservation and conservation of the historical nature of the properties

General responsibilities include:

  • Managing departments and staff to facilitate clear communication, streamline workflows, manage risk, handle personnel matters, and ensure cost effectiveness, security, safety, compliance, and historic preservation
  • Overseeing schedules and requests to prioritize needs, ensure satisfactory and timely completion of work, and avoid conflicts especially around events and programs
  • Overseeing inventory supplies, materials, and equipment, including ensuring adequate levels for normal operation and anticipating and planning for extraordinary needs
  • Overseeing the development, management, and implementation of cost-conscious annual and multi-year operating budgets
  • Ensuring compliance with applicable local, state, and other regulations; maintaining applicable staff training and certification; and maintaining awareness of relevant industry trends, standards, and best practices at similar institutions, businesses, and other organizations
  • As needed and directed, act as liaison to public agencies, including the fire department, police department, buildings department, landmarks commission, and adjacent building owners
  • Oversee maintenance and repairs as needed, respond to off-hour emergencies, and attend events and programs to ensure effective operations as needed and directed

Qualifications

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

  1. Minimum of five years’ experience in progressively responsible roles in operations management, ideally in American or multinational cultural and/or educational nonprofit organizations, or comparable combination of experience and substantial knowledge of similar maintenance, gardens, security, and technology systems
  2. Demonstrated interest in and working knowledge of the arts, cultural, and/or educational sector(s), especially in Italy and/or Europe
  3. Bachelor’s degree in operations management, business management or administration, architecture, engineering, or comparable area of study
  4. Written and spoken proficiency or fluency in English and Italian, including ability to communicate on business and operational matters and to travel to the New York office as needed and assigned
  5. Proven staff-management skills, including leading by example; supervising, training, and effectively improving staff performance; developing and adapting workflows and procedures to improve efficiency, collaboration, and service; and promoting teamwork and productive collaboration with all levels of management and staff
  6. Significant strength in managing time and being highly accountable in dynamic and creative setting with competing demands on attention and frequently changing and conflicting priorities and deadlines
  7. Ability to converse technically and negotiate with, as well as direct and supervise, the work of a wide range of vendors, including engineers, technicians, landscapers, and IT/security professionals regarding operations and systems
  8. Ability to work productively and collaboratively with all levels of management and support staff in both Rome and New York and maintain highly professional and positive attitude in a dynamic and creative setting
  9. Demonstrated strength in strategy, organization, planning, and analysis with respect to operations, budgets, and projects
  10. Demonstrated ability to be proactive, follow through, and achieve results, balanced with skill in executing according to precise and nuanced requirements
  11. Excellent professionalism and diplomacy in representing institution and management internally and externally
  12. Exceptional judgment and discretion in handling confidential and sensitive situations and matters
  13. Advanced skills in Microsoft Office suite, including Word, Excel, and PowerPoint, and Google apps
  14. Accessibility and availability to work outside normal business hours in response to urgent and emergency situations, and availability to participate in evening and weekend programs and events

The American Academy in Rome is an equal opportunity employer.

Applications should be submitted at online at: https://aarome.bamboohr.com/jobs/view.php?id=18. Applications submitted by September 30, 2019 will receive highest priority consideration.