As part of a collaborative Prospect Development and Information Strategy team, supports and drives the Research and Prospect Management 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 Associate Director, Prospect Research 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 on-line databases, in-house data, and other references sources. Creates written reports compiling and synthesizing background information in preparation for events, travel, personal visits and other regular Development-related activities. Assists Associate Director, Prospect Management with scheduled meeting preparation and maintenance. Monitors and reports on productivity of research activities.
Essential Duties and Responsibilities
Monitor, manage, and report on departmental worklog, plan, and related requests and deadlines.
Participate in the development of RPM strategic goals and directions; monitor and ensure tracking of all agreed-upon projects and tasks to ensure movement by AVP and all members of RPM.
Manage research resources and subscriptions; with the Associate Director, 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 day-to-day purchasing and financial transactions; design and drive thoughtful internal budget planning and processes in conjunction with AVP. Develop and maintain positive relationships with financial partners in Museum Finance and Central Accounting for problem-solving and resolution.
Regularly review and monitor local, national, international, and specialty publications, proactively and via alerts, for information on constituents and prospects.Provide daily verification of deceased donors. Generate and disseminate standard communications and reports summarizing identified information.
Manage departmental calendars as appropriate; schedule prospect management and standing or recurring departmental meetings.
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 monitor and review prospect management data to identify needs for action, update, or additional training.
Develop and maintain an ongoing, collaborative relationship with Development and related staff.Develop particular knowledge about AIC and its programs, projects, personnel and initiatives.
Assist in training current and new Development and related staff on understanding and interpreting departmental products and services.
Methodically update paper, online and imaged files and records on constituents. Contribute to data enhancement and clean-up projects.
Gain and maintain proficiency in the use of commercial databases, free Internet resources, and internal systems.Assist in maintaining internal systems and products, including contributing to the upkeep of departmental Intranet and other sites.
Assist AVP and Associate Director-Prospect Research 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 listserves, publications, and professional groups to maintain a strong knowledge of developments in the fields of research, prospect management, project 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.
Serve on administrative teams as appointed.
Perform related research or administrative duties and assist AVP with projects as assigned.
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.
Ability to communicate effectively; exceptional and succinct writing/reporting skills are essential and will be tested.
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.
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 “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.
Ability to apply an ethical code and good judgment, and to handle confidential materials and situations with sensitivity and discretion
The Art Institute of Chicago is an equal opportunity, equal access employer fully committed to achieving a diverse and inclusive workplace.
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.