Advancement Accounting Coordinator

MISSION

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 

• Tuition remission and Tuition Exchange Program

• Great employee discounts

• Complimentary general admission to participating cultural institutions

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Salary Grade 5

 

ABOUT THE DEPARTMENT

As Part of the Central Administration, 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

Under the direction of the Associate Director, Advancement Accounting, the Advancement Accounting Coordinator assists the Associate Director, Advancement Accounting, in timely translation and entry of unrestricted, restricted, and endowed gifts into Raiser’s Edge donor system.  Segregates transactions by gift type and payment method to allow for efficient data entry. Reconciles and validates method of payment on batches for cash receipt.  Downloads transaction reports from multiple revenue sources. Determines tax deductibility based on Controller’s office reports for events.

 

RESPONSIBILITIES 

• Receives restricted and endowment gift processing forms from AIC, GSFC and SAIC philanthropy and curatorial departments. Reviews accompanying documentation for donor restriction. Confirms donor restriction is assigned to appropriate Raiser’s Edge and People Soft fund number.

• Serves as liaison to SAIC and/or GSFC advancement colleagues.

• Collects and efficiently organizes and prepares gift and pledge transactions from a variety of sources for processing. This may include downloading and reviewing automated transactions as well as handling physical financial instruments.

• Ensures all gifts, documents and information are not exposed to risk by adhering to department, division and institutional standards of financial, privacy and audit controls.

• Employs research tools and methods available and as prescribed by department procedure for review and verification of biographical information or financial transactions and changes prior to entry to ensure accuracy and completeness.

• Processes manual credit card transactions.

• Opens and sorts US Mail transactions for entire organization.

• Prepares batches based on RE assignment and revenue stream.

• Assists the Associate Director, Advancement Accounting, with balancing and reconciling transactions to the General Ledger, and research and resolution of anomalies and problems.

• With input from the Assistant Director, Data Integrity continually evaluates processes to diminish potential for errors.

• Accurately enters Cash Receipt information and processes preliminary Cash Receipts in PeopleSoft accounting system, on a daily basis.

• Posts gift and membership batches in Raiser’s Edge on a daily basis. 

• Completes client requests in the Advancement Operations ticketing system

• Adheres to department coverage, vacation blackout periods and overtime requirements as defined by business need.

• Allocates tax deductibility on donor gifts based on reports from Controller’s office.

• Recognizes situations that may require exception to standard procedure or special attention, and actively and immediately brings this to the attention of the Associate Director, Advancement Accounting.

• Actively seeks professional development opportunities relevant to the position

• Creates and maintains paper and digital files as defined by internal procedures, including preparing files for transport to storage.

• Actively participates in biographical and financial data maintenance and enhancement projects

• Provides coverage from time to time for Associate Director, Advancement Accounting, and other Advancement Operations functions as cross-training allows

• Participates in the orientation and training of External Affairs, Institutional Advancement, and other staff.

• Participates in the development of the entire department’s strategic goals and direction.

• Serves as a resource and liaison to various individuals and groups served by Advancement Operations on matters of gift accounting, database gift record management, and related policies and procedures.

• Maintains accountability of Raiser’s Edge batches to ensure timely processing of cash receipts.

• Monitors and participates 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, and data management.

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

• Duties, responsibilities, and activities may change or be added to as needed at the manager’s discretion. 

 

QUALIFICATIONS

Experience, Education, and Licensure

• Associate’s degree, or some college and superior combination of education and experience preferred

• Demonstrated proficiency in Microsoft Word and Excel required

• Minimum 1-2 years’ experience in high to moderate volume data and information processing; customer service; payment processing, account management preferred. 

• Excellent spoken and written English language skills

• Demonstrate data and information processing skills including accuracy and speed at an intermediate level

• Experience with gift processing and/or database management preferred

• Must be willing to sign a code of ethics and confidentiality agreement 

 

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer; must be able to remain in a stationary position 90% of the time

• Occasionally moves about inside the office to access file cabinets, office machinery, etc.

• Occasionally moves about the museum campus to retrieve physical payments related to gift processing 

• Constantly operates a computer and or other office productivity machinery, such as a copy machine, printer, mail opener, and shredder. 

• Specific vision abilities required by this job include close vision, ability to adjust focus, and the ability to sustain prolonged visual concentration.

 

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 [email protected].

 

Union Info

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