The Art Institute of Chicago, founded in 1879, is a world-renowned art museum housing one of the largest permanent collections in the United States. An encyclopedic museum, the Art Institute collects, preserves, and interprets works in every medium from all cultures and historical periods. With a collection of approximately 300,000 art works and artifacts, the museum has particularly strong holdings in Impressionist and Post-Impressionist painting, contemporary art, early 20th century European painting and sculpture, Japanese prints, and photography. The museum’s 2009 addition, the Modern Wing, features the latest in green museum technology and 264,000 square feet dedicated to modern and contemporary art, photography, architecture and design, and new museum education facilities. In addition to displaying its permanent collection, the Art Institute mounts more than 30 special exhibitions per year and features lectures, gallery tours, and special performances on a daily basis
As part of collaborative Development Records and Information Strategy teams, and under the direction of the Manager, Data Records, the Gift Processing Associate (aka Data Integrity Specialist) is responsible for monitoring, maintaining and improving the level of data quality and integrity in all areas of Raiser’s Edge, the Development/Advancement system of record. During peak times, may also include direct gift management and entry.
Essential Duties and Responsibilities
- In collaboration with the Manager, Data Records, ensure that pledges, gifts, and biographic changes are processed accurately and on a timely basis.
- Provide review and organization of incoming transactions from all appropriate sources; monitor accuracy of entry.
- Define or develop, run and review a variety of statistical reports showing the performance of Data Records staff, and ensure that gift processing and fulfillment times continue to improve on an ongoing basis.
- Define or develop, run, and interpret various audit reports for reviewing data integrity of biographic, pledge and gift information to uncover errors or erroneous patterns; ensure that necessary corrections to the data are completed where discrepancies are found.
- Identify patterns of data entry, policy, or procedure errors existing in current gift and biographical data. Research and identify the most effective methods to correct the data issue, either by using outside vendors, programming resources, temporary or existing staff; recommend policy, procedure and training materials to avoid future occurrences. Work with Manager, Data Records and Director, Development Records to enforce and train on policies and procedures
- Develop an inventory, goals, and a standard timeline for all regular and ad hoc audit and data cleanup and enhancement projects. Create documentation for each project.
- Develop efficient methods and formats for measuring, recording, reporting, analyzing and presenting productivity and accuracy rates and trends for all staff engaged in data management.
- Assist in evaluating vendor relationships related to data correction.
- Adhere to department coverage, vacation blackout periods and overtime requirements as defined by business need.
- Assist in establishing, documenting, and updating written departmental policies and procedures describing gift processes, systems, rules, and guidelines.
- Assist the Director in creating documentation, and developing and implementing training and orientation programs on data management policies, procedures, reports, tips, for Development Records and other 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 recommended 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, gift services, analytics, 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, with an attitude of striving for perfection.
- Proven ability to prioritize and work independently, responsibly, and meet deadlines.
- Ability to follow departmental policies and procedures and identify situations not covered therein.
- Knowledge of gift transactions, financial controls, and regulatory requirements; knowledge of membership transaction processing preferred.
- Some experience with gift processing and/or database management, in a non-profit environment.
- Excellent spoken and written language skills
- Demonstrated strength and experience in communicating empathetically with colleagues and peers.
- Ability to train others on simple and complex processes
- Ability to design clear and effective reports and visuals, and 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; 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.
- Knowledge of SQL and/or Tableau a plus.
- 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.
- Excellent organizational skills and attention to detail along with demonstrated problem solving skills
- Demonstrated initiative and willingness to take on responsibility
- Ability to understand role and responsibility in fulfilling Departmental goals
- 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.
Minimum Education Required