Assistant Director, Data Management And Training

Assistant Director, Data Management and Training
Advancement Operations
The Art Institute of Chicago shares its singular collections with our city and the world. We collect, care for, and interpret works of art across time, cultures, geographies, and identities, centering the vision of artists and makers. We recognize that all art is made in a particular context, demanding continual, dynamic reconsideration in the present. We are a place of gathering; we foster the exchange of ideas and inspire an expansive, inclusive understanding of human creativity.
We offer a competitive, comprehensive benefits package:

• Generous paid time off
• Paid holidays (up to 14 days)
• Medical, dental, and vision insurance
• Generous parental, caregiver, and medical leave benefits
• Competitive retirement plan (up to 9% matching contribution)
• Tuition remission and Tuition Exchange Program
• Great employee discounts
• Complimentary general admission to participating cultural institutions

As part of Central Administration External Affairs, Advancement Operations processes and ensures the accurate allocation of tens of thousands of gift and membership transactions every year for the museum, SAIC, and the Gene Siskel Film Center, maintaining history, compliance, and data integrity.
ABOUT THE POSITION
Reporting to the Associate Director, Data Integrity and Training , the Assistant Director coordinates and fulfills production requests submitted to Advancement Operations as assigned, including data requests, data imports, reports, and other requests. The position is also responsible for data quality assurance and carrying out various quality control measures including data auditing, validation, preprocessing and cleansing. The Assistant Director assists Advancement Operations with the administration of applications in use by the Department, including The Raiser's Edge, PaperSave, Importomatic, Jira, and other related systems, including maintaining users, tables, table values and other elements. This position is responsible for creative curriculum development around the use of the applications and systems. This includes developing modules, creating training documents, coordinating training schedules, preparing and organizing trainers, and delivering training to various communities and levels of end users.
RESPONSIBILITIES

• Responsible for coordinating and fulfilling Raiser's Edge production requests*
  
  • Configures data structures in the Raiser's Edge database and other systems based on a thorough understanding of the current databases and of the Art Institute's various fundraising partners, both internal and external,and their reporting needs.
  • With a high degree of accuracy and attention to detail, completes client requests in the Advancement Operations ticketing system, including the import and extraction of data from the database.
  • Assists advanced users with the creation of import profiles or self-service queries and exports.
  • Provides application support, including thoughtful and proactive maintenance of users, tables, table values, and other data elements.

• Responsible for training*
  
  • Creatively develops and delivers training on behalf of Advancement Operations, including creation of user and internal documentation for system processes, procedures, and Training.
  • System training includes but is not limited to The Raiser's Edge, PaperSave, ImportOmatic, and Jira.
  • Assists in establishing, documenting, and updating written departmental policies.
• Contributes to data integrity*
  
  • Contributes to data integrity through auditing, validating, programmatic refinement projects.
  • Assists users with data imports; identifies patterns of errors to address.
  • Defines, develops, runs, and interprets various daily, weekly, and monthly audit reports for reviewing data integrity of biographic, pledge and gift information.
  • Ensures that necessary corrections to erroneous data are completed where discrepancies are found.
• Performs job functions adhering to service principles with customer service focus of innovation, service excellence, and teamwork to provide the highest quality service to our members, donors, co-workers, and others.*
• Adheres to department coverage, attendance policies, vacation blackout periods and overtime requirements as defined by business need.*
• Provides coverage for the Associate Director, Data Integrity and Training, and other Advancement Operations functions as cross-training allows.*
• Participates in the development of the entire department's strategic goals and direction.*
• Maintains a strong knowledge of developments and best practices in the fields of development, gift services, analytics, and Data Management by monitoring and participating in relevant listservs, training opportunities, user groups, publications, and professional groups.
• Duties, responsibilities, and activities may change or be added to as needed at the manager's discretion.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working at a computer; must be able to remain in a stationary position.
• Occasionally moves about inside the office to access files, office machinery.
• Constantly operates a computer and or other office productivity machinery, such as a copy machine, scanner, and printer.
• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.
• Ability to make presentations in person and virtually
• Moves about the museum campus to assist users at their workstations and to conduct training sessions in the group training facility

QUALIFICATIONS
Experience, Education, and Licensure

• Bachelor's degree, or superior combination of education and experience required.
• Minimum three years of experience using The Raiser's Edge or other CRM systems.
• Experience and references demonstrating an ability to analyze, interpret, summarize, and present information effectively, including visually.
• Experience in a service oriented role and environment.
• Ability to work independently in a deadline-oriented, fast-paced environment required.

Language/Communication Skills

• Ability to communicate effectively; the ability to explain or interpret technical information verbally or in writing is essential.
• Ability to communicate effectively with both technical and non-technical personnel required.
• Ability to draft effective training materials, incorporating text and graphics, and convey complex topics succinctly and systematically is required.
• Strong attention to detail and commitment to accuracy required.
• Ability to plan, construct and conduct training sessions effectively for groups or individuals, in person or remotely via video conferencing software, is required.
• Ability to discern internal and external customer needs to ensure the best outcome and benefits for stakeholder departments and users.

Technical Skills

• Hands-on experience working in Raiser's Edge (or a similar CRM) doing data configuration, record maintenance, data entry, imports, queries and exports.
• Experience with ImportOmatic and PaperSave preferred.
• Working knowledge of Microsoft Word, Excel, PowerPoint and their equivalents (e.g. Google Suite software).
• Required proficiency in information Management and "power user" knowledge of standard Windows applications such as Excel and Access.
• Experience using SQL-based reports or scripts to extract or manipulate data in production databases and data warehouses (Microsoft SQL Server Manager Studio, Raiser's Edge and Gateway Galaxy preferred).

Reasoning Ability

• 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
• Ability to apply an ethical code and good judgment, and to handle confidential materials and information with scrupulous honesty and discretion.

Department Expectation of Employee

• Abides by internal and external codes of ethics and confidentiality
• Demonstrates flexible and efficient time Management and ability to prioritize workload
• Performs work with consistency, accuracy, responsiveness
• Takes ownership of assigned duties, projects and goals
• Demonstrates adaptability to change, and initiatives or identifies change when necessary
• Communicates effectively and regularly with director and co-workers about Department issues

ABOUT THE ORGANIZATION
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace. We believe in a staff culture that benefits from a wide range of experience, backgrounds, and career paths, and we encourage nontraditional candidates to apply.
Salary Grade 7
Benefits
We offer a competitive, comprehensive benefits package:

• Generous paid time off
• Paid holidays (up to 14 days)
• Medical, dental, and vision insurance
• Generous parental, caregiver, and medical leave benefits
• Competitive retirement plan (up to 9% matching contribution)
• Tuition remission and Tuition Exchange Program
• Great employee discounts
• Complimentary general admission to participating cultural institutions
• Want to stay abreast of the latest job openings at the Art Institute and the School of the Art Institute? Sign up for our Employment Opportunities E-announcements.

Closing Statement
The Art Institute of Chicago is an Equal Opportunity Employer that recruits, hires and promotes qualified individuals without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, veteran status or citizenship. The Institute complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at apply_help@artic.edu.
Union Info
This position is part of a bargaining unit represented by AFSCME Council 31