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SalaryProject Manager, Prospect Management and Research
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
ABOUT THE DEPARTMENT
The Prospect Management and Research team is a critical engine that drives engagement and mindful relationship-building work toward philanthropic support for the Art Institute of Chicago. Through affinity and affluence identification, guidance, insights, and analysis, the team aids in deepening donor relationships through active portfolio Management and providing relevant, timely, and accurate information to develop engagement strategies and key decision-making in order to help produce major and principal support for the Museum’s mission.
ABOUT THE POSITION
As part of a collaborative Prospect Management and Research team, the Project Manager supports and drives the department by proactively managing items on its annual plan, and executing daily, weekly, and other regular research and Prospect Management-related processes. Handles requests for information and maintains research and Prospect Management data. Actively manages resources and vendor relationships, and assists with evaluating and assessing new tools and products. Manages budgeting process and maintenance, as well as departmental finances, annual planning processes, and scheduling. Maintains positive relationships with key internal clients and partners to anticipate and monitor workflow and requests; creates and disseminates departmental communications and newsletters. Conducts detailed research using online databases, in-house data, and other reference sources. Creates written reports compiling and synthesizing background information in preparation for events, travel, personal visits, and other regular Philanthropy-related activities. Assists Director, Prospect Research and Management with scheduled meeting preparation and maintenance. Monitors and reports on productivity of research activities.
RESPONSIBILITIES
- Conduct biographical and financial research on individuals and organizations using on-line databases, in-house data, and other reference sources. Prepare briefings and other formatted reports synthesizing this information as appropriate for a variety of audiences and situations such as events, travel, and personal visits.
- Regularly review and monitor local, national, international, and specialty publications, proactively for information on constituents and prospects. Generate and disseminate standard communications and reports summarizing identified information.
- Manage department purchasing and financial transactions; design and drive thoughtful internal budget planning and processes in conjunction with the Director.
- Regularly monitor and review Prospect Management data to identify needs for action, update, or additional training.
- Monitor, manage, and report on departmental worklog, plan, and related requests and deadlines. Participate in the development of Prospect Management and Research strategic goals and directions; monitor and ensure tracking of all agreed-upon projects and tasks to ensure movement by Director and all members of Prospect Management and Research.
- Manage research resources and subscriptions; maintain awareness of products in the marketplace and opportunities for improved data, performance or cost savings among vendors and products. Test and evaluate products as appropriate. Manage vendor relationships and timely maintenance of contracts and renewals.
- Manage departmental calendars as appropriate; schedule Prospect Management and standing or recurring departmental meetings.
- Methodically update paper, online, and imaged files and records on constituents. Contribute to data enhancement and clean-up projects.
- Assist the team by with maintaining quality control standards for materials produced by the department. Review outgoing materials for accuracy, content, presentation, and consistency with departmental standards
- Monitor and participate in relevant listservs, publications, and professional groups to maintain a strong knowledge of developments in the fields of research, Prospect Management, and data management functions.
- Gain and maintain awareness of issues within the development profession, particularly relating to ethics, privacy, and compliance, and of the goals and activities of AIC and its peer institutions.
- Identify and attend relevant meetings, conferences, and related training opportunities of vendors and professional organizations.
- Develop and maintain an ongoing, collaborative relationship with Philanthropy and related staff. Develop knowledge about AIC and its programs, projects, personnel, and initiatives.
- Serve on administrative teams as appointed.
- Perform related research or administrative duties and assist the Director with projects as assigned.
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
- Moves about the museum campus to communicate with and guide groups or individuals
- Ability to lead and participate in meetings, onsite and virtually
- Ability to make presentations in person and virtually
QUALIFICATIONS
Experience, Education, and Licensure
- Bachelor’s degree or superior combination of education and experience preferred
- Experience and references demonstrating scrupulous accuracy and attention to detail
- Proven ability to prioritize and work independently, responsibly, and meet deadlines
- Formal project management skills preferred
- Experience and references demonstrating creative and flexible research skills and ability to analyze, interpret, summarize and present information effectively
- Experience with mastering administrative functions in a complex environment
- Proven ability to navigate and communicate budgeting and accounting details successfully
- Familiarity with a Development/Advancement environment preferred
Language/Communication Skills
- Ability to communicate effectively; exceptional and succinct writing/reporting skills are essential
- 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
Technical Skills
- Familiarity with research resource materials consistent with APRA’s Advanced Body of Knowledge preferred
- Experience with Raiser’s Edge or a similar fund-raising database tool preferred
- Required proficiency in information Management and knowledge of standard Windows applications such as Excel or Access
Reasoning Ability
- Ability to apply principles of logical thinking to a wide range of intellectual and practical problems while maintaining creativity in problem-solving
- Ability to apply an ethical code and good judgment, and to handle confidential materials and situations with sensitivity and discretion
OUR VALUES
All staff members are expected to embrace the museum’s commitment to creating an inclusive and equitable institution and to adhere to the museum’s shared values.
- Our museum reflects and deepens our collective humanity; the arts are integral to an inspired and just society.
- We respect and acknowledge each of our colleagues’ contributions and expertise across all roles within our organization.
- We share in the responsibility to create an antiracist culture built on equity, inclusion, and justice for all, acknowledging that these efforts are intersectional and ongoing.
- We encourage and advance a culture of hospitality, empathy, and gratitude for each visitor, supporter, and member of our staff.
- We embrace innovation and foster change with a progressive understanding of—and obligation to reconsider—our past.
- We sustain an open and dynamic civic platform, inviting and advancing the diverse perspectives of our city, staff, visitors, and supporters.
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 6
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.
