Advancement Accounting Coordinator

1 week ago

Chicago, Illinois, United States Art Institute of Chicago Full time
SAIC

For more than 150 years, the School of the Art Institute of Chicago (SAIC) has been a leader in educating the world's most influential artists, designers and scholars. Located in downtown Chicago with a fine arts graduate program consistently ranking among the top four graduate fine arts programs in the nation by U.S. News and World Report, SAIC provides an interdisciplinary approach to art and design as well as world-class resources, including the Art Institute of Chicago Museum, on-campus galleries and state-of-the-art facilities. SAIC's undergraduate, graduate and post-baccalaureate students have the freedom to take risks and create the bold ideas that transform Chicago and the world-as seen through notable alumni and faculty such as Michelle Grabner, David Sedaris, Elizabeth Murray, Richard Hunt, Georgia O'Keeffe, Cynthia Rowley, Nick Cave, and LeRoy Neiman.

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.

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 DEPARTMENT

As part of 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

As part of a collaborative Advancement Operations team, and 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.
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.
QUALIFICATIONS

Experience, Education, and Licensure
  • Associate's degree, or some college and superior combination of education and experience.
  • Demonstrated data and information processing skills including accuracy and speed.
  • Ability to follow departmental policies and procedures and identify situations not covered therein.
  • Knowledge of gift transactions, financial controls, and regulatory requirements; knowledge of membership transaction processing preferred.
  • Some experience with gift processing and/or database management, in a non-profit environment.
  • Language/Communication Skills
  • Excellent spoken and written English language skills
  • Demonstrated strength and experience in communicating empathetically with colleagues, peers, and clients.
  • Excellent interpersonal and relationship building and maintenance skills and ability to function well within multiple teams.
TECHNICAL SKILLS
  • Hands on experience with fund-raising databases generally; Raiser's Edge preferred.
  • Hands on experience with accounting systems; PeopleSoft preferred
  • Hands on experience with importing, exporting, and integrating data from multiple systems.
  • Hands on experience with varied financial instruments
  • Required proficiency in the basics of Microsoft Word, Excel.
Salary Grade 5

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

Union Info

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

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