Project Manager, Philanthropy

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.

Please click on the links below to view our competitive, comprehensive benefits package:

• Hiring Range
• Benefits
• PTO Overview
• Job classification: Full time hourly staff
• Grade Level: 6

Please submit a cover letter and resume to be considered for this position.

About The Position

The Project Manager, Philanthropy is the departmental lead in supporting the museum’s major gift activity with top donor families through systems, reports, and projects that record and communicate information to museum philanthropy staff and leadership. The Project Manager is critical in all engagement and stewardship efforts for major gift prospects and donors through their partnership with front-line gift fundraisers, curatorial and administrative staff. The project manager is the museum’s foremost authority on maintaining accurate donor credit listings for all exhibitions supported by philanthropic funding sources. The Project Manager serves on various museum committees and is responsible for designing and supporting the operational processes of External Affairs team meetings and seminars.

Responsibilities

• Assist the Major Gifts department in the management of critical portfolios, prompting planned donor strategy and stewardship and driving Raiser’s Edge upkeep of major gift prospect record.
• Maintain workflow tools such as stewardship tracking, communication calendars, constituent pipelines, and donor files; prepare contact reports and share updates with colleagues and leadership.
• Manage recurring and ad hoc projects that advance donor cultivation and stewardship; collaborate across departments and with curatorial colleagues to support strategic fundraising initiatives.
• Act as office manager; oversee office supply and donor gift inventory; process invoices and expenses for the Major Gifts Gifts team.
• Support the Executive Director of Philanthropy in developing annual priorities, goals, and culture-building initiatives; coordinate cross-departmental planning and team-building activities.
• Provide administrative support for the Buckingham Society, including drafting and coordinating donor communications, managing mailings, and maintaining accurate membership records.
• Manage estate records by updating financial information in Raiser’s Edge and maintaining planned gift files.
• Represent the museum in external activities, as needed, especially events with top donors.
• Partner with the Advancement Operations team to assist philanthropy staff in actively monitoring, updating and managing prospect information for constituents in their portfolios.
• Prepare gift documentation and manage timely donor communications, including drafting letters and acknowledgments in coordination with Donor Stewardship, Development Research, Principal Gifts, and other Philanthropy teams.
• Organize team meetings and seminars, overseeing logistics, technology, and hospitality.
• Other duties and special projects as assigned.

Physical Requirements

• • ⋅ Periods sitting at a desk and working on a computer; operates a computer and other office productivity machinery, such as a copy machine and printer.
  • ⋅ moves about inside the office to access file cabinets, office machinery, etc.
    

Qualifications

• Bachelor’s degree or combination of education and experience preferred.
• At least 2-3 years of experience in philanthropy, high-level customer service, or related fields.
• Experience in stewarding major donors preferred.
• Ability to develop and manage systems for monitoring multi-tiered activities and initiatives.
• Must have demonstrated ability in diplomatically working with high-level volunteers, internal and external constituencies.
• Demonstrated ability to utilize keen judgment and prioritization when balancing multiple projects and requests.
• Demonstrated proficiency in verbal and written communication.
• Experience and references demonstrating scrupulous accuracy and attention to detail.
• Demonstrated experience using fundraising databases to track and analyze information, preferably Raiser's Edge.
• “Poweruser” knowledge of MS Office programs (word, excel, powerpoint) and basic design principles.

Language/Communication Skills

• Ability to communicate effectively; exceptional writing skills are essential.
• Excellent interpersonal skills and ability to function well within multiple teams.

Technical Skills

• Experience with Raiser’s Edge or a similar fundraising database tool preferred.
• Required proficiency in information management and excellent knowledge of standard Windows applications such as Word, Excel, PowerPoint.
• Experience with InDesign or a similar layout/publishing tool preferred.

Reasoning Ability

• Ability to apply an ethical code and good judgment, and to handle confidential materials and situations with sensitivity and discretion.

UNION:

This position is part of a bargaining unit represented by AFSCME Council 31.

About The Organization

The Art Institute of Chicago is an equal opportunity employer that recruits, hires and promotes qualified individuals compliant with federal and state laws. If reasonable accommodation is needed to participate in the job application or interview process, please contact the Department of Human Resources at [email protected].

DETAILS

Reports to the Director, Philanthropy