Project Manager, Philanthropy

Art Institute of Chicago•Chicago, IL

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.

Requirements

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.
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.
Ability to communicate effectively; exceptional writing skills are essential.
Excellent interpersonal skills and ability to function well within multiple teams.
Required proficiency in information management and excellent knowledge of standard Windows applications such as Word , Excel , PowerPoint.
Ability to apply an ethical code and good judgment, and to handle confidential materials and situations with sensitivity and discretion.

Nice To Haves

Experience in stewarding major donors preferred.
Experience with Raiser’s Edge or a similar fundraising database tool preferred.
Experience with InDesign or a similar layout/publishing tool preferred.

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.