As part of collaborative Development Records and Information Strategy teams, the Manager, Data Records, Gifts and Membership is responsible for ensuring that all information related to donors and their gifts is correctly entered and maintained. This includes, but is not limited to, acquisition, preparation and quality control for constituent data; managing projects related to gift entry; researching and entering complex transactions; monitoring projects and tasks assigned to data entry staff; and working with the managers of Development Records, Development IS, Development Research to create and maintain efficient processes that result in accurate results.
Essential Duties and Responsibilities
Ensure that all pledges, gifts, and biographic changes are processed accurately and on a timely basis.
Conduct research as necessary to ensure that all transactions are reflected correctly and that inquiries and problems are addressed quickly and accurately. Resolve missing, incomplete, or inaccurate information.
Ensure that all IRS guidelines pertaining to the processing of donations are met.
Receive, accept, and organize incoming transactions from all appropriate sources; set up, prepare, assign, and monitor entry.
Proactively monitor data integrity; work with Development IS and other staff to develop and use reports on the integrity and status of gift and biographic records; ensure additions, corrections and adjustments are made on an ongoing and regular basis. Review with appropriate staff to determine and initiate improvements to processes. Assist in evaluating vendor relationships related to data correction.
Manage and monitor the daily work of Data Management staff, including temporary help. Includes scheduling, assigning work, monitoring productivity, work schedules and project timelines, as well as compliance with policies, procedures and protocols. Provide feedback on quality and quantity of work, and coaching when necessary. Instill goal-oriented approach consistent with achieving the department’s objectives.
Adhere to department coverage, vacation blackout periods and overtime requirements as defined by business need.
Demonstrate leadership and make responsible decisions related to donor pledges/gifts; work with Director to create and interpret policies, procedures, systems, and regulatory requirements.
Assist in establishing, documenting, and updating written departmental policies and procedures describing gift processes, systems, rules, and guidelines.
Effectively and consistently train data entry staff on all policies, procedures, conventions, protocol
Assist the director in implementing training and orientation programs on gift management policies, procedures, reports, tips, for AIC staff.
Proactively and continually assess processes and workflows to identify opportunities for increased efficiency and data integrity; apply standard project planning and management methodology to scope and measure impact of new or potential projects.
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 maintain a strong knowledge of developments in the fields of development, financial and data management.
Experience, Education, and Licensure
Bachelor’s degree or superior combination of education and experience.
Experience and references demonstrating scrupulous accuracy and attention to detail, particularly in data entry and information processing.
Proven ability to prioritize and work independently, responsibly, and meet deadlines.
Ability to follow departmental policies and procedures and identify situations not covered therein.
Superior knowledge of gift transactions, financial controls, and regulatory requirements; knowledge of membership transaction processing preferred.
At least one year experience with gift processing and/or database management, in a non-profit environment; two years preferred. Experience with membership preferred.
Excellent spoken and written language skills
Demonstrated strength and experience in supervising hourly staff, particularly engaged in data entry functions.
Ability to train others on simple and complex processes
Ability to make effective and persuasive presentations to internal and external groups and individuals.
Excellent interpersonal and relationship building and maintenance skills and ability to function well within multiple teams.
Hands on experience with fund-raising databases generally, membership modules specifically; Raiser’s Edge preferred.
Hands on experience with importing, exporting, and integrating data from multiple systems. Experience with IOM, PaperSave, and/or Gateway Galaxy a plus.
Required proficiency in information management and “poweruser” knowledge of standard Windows applications such as Excel and Access.
Ability to apply principles of logical thinking to a wide range of intellectual and practical problems while maintaining creativity in problem-solving.
Demonstrated client service skills with ability to think strategically and understand how each action and decision impacts the organization as a whole.
Ability to work under pressure of time and frequent requests from multiple sources each having their own timelines and constraints, and with all levels of administrative staff.
Ability to apply an ethical code and good judgment, and to handle confidential materials and information with scrupulous honesty and discretion.
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.
Internal Number: 3126299420
About The Art Institute of Chicago
The Art Institute of Chicago is a world-renowned art museum housing one of the largest permanent collections in the United States. It is encyclopedic in nature with strong holdings across all media, all traditions and all ages. The Art Institute is particularly recognized for its extraordinary Impressionist, Modern, Contemporary and American collections, among other aspects of its holdings. In addition to housing its permanent collection, it typically stages 35-40 special exhibitions a year. In 2014, it was named by TripAdvisor travelers as the number one museum in the world, a remarkable recognition that speaks not only to the quality of the collection but to the entirety of the visitor experience.
The Art Institute welcomes between 1,400,000 and 1,800,000 visitors a year and has a membership of 100,000. The museum has an annual operating budget of approximately $110 million.
Founded in 1879, the Art Institute grew with the success of Chicago and quickly attained world class stature given the strength of its collection. The Art Institute has expanded several times in its history, most recently and notably with the opening in 2009 of the 264,000 square foot Modern Wing ...designed by internationally acclaimed architect Renzo Piano. The addition has been critically important to the museum as it not only provided much needed gallery space, but also allowed the Art Institute to reorganize its galleries to present the collection in a more logical and accessible fashion. The new addition also includes one of the largest education facilities at any museum and this center has allowed the Art Institute to expand its already impressive array of offerings.