The American Academy in Rome is the oldest overseas center for research and study in the arts and humanities. Each year, the Academy awards the Rome Prize to a select group of artists and scholars who are invited to live and work in a dynamic international community in the heart of Rome. To support the work of these Fellows, the Academy also hosts programming in Rome, New York, and around the United States.

AAR is an Equal Opportunity Employer.

Position Summary

The Assistant Controller will serve as a key member of the Finance & Administration team, responsible for leading the execution of the day-to-day financial operations of the New York Office. In addition to leading core accounting functions, this role will play a critical strategic and operational role in supporting the CFO and Director of Finance and Administration. The position is designed to include direct oversight of the Academy’s HR operations through a Professional Employer Organization (PEO) partner.

Key Responsibilities

Financial Management and Accounting

• Lead the New York Office Month end close process. Maintain the general ledger, supervise day-to-day accounting functions, including accounts payable (AP), accounts receivable (AR), payroll, ensuring compliance with GAAP and AAR’s internal policies.
• Monitor and reconcile financial transactions, including bank and credit card accounts, ensuring accurate documentation.
• Support cash flow management and forecasting, vendor payments via bill.com, manage cash transfers to the Rome office and collaborate with Development Department on various incoming revenue streams.
• Partner with Development to reconcile cash and stock gifts donations and pledges between Sage Intacct and Salesforce and ensure that adequate support documentation is attached to entries.
• Support financial audits, coordinate with auditors, and lead preparation of audit schedules and documentation.
• Coordinate with finance staff in Rome to on various accounting deliverables.

HR & PEO Oversight

• Serve as the primary liaison between the American Academy in Rome and its selected Professional Employer Organization (PEO).
• Own all aspects of the PEO relationship including onboarding, payroll processing, employee benefits administration, and regulatory compliance.
• Coordinate the processing of bi-weekly or semi-monthly payroll in partnership with the PEO and ensure alignment with accounting.
• Manage the HR Information System data integrity, reporting, and staff recordkeeping in coordination with the PEO platform.
• Support the CFO and Director of Finance and Administration in implementing and maintaining HR policies, training, and onboarding protocols.

Team Leadership and Process Improvement

• Supervise and mentor Accountant, ensuring clear deliverables and professional development.
• Lead process improvement initiatives to enhance the efficiency, accuracy, and scalability of accounting and HR workflows.
• Foster collaboration between the Finance and Administration departments in New York and Rome as well as other functional departments.

Qualifications

• Education: Bachelor’s degree in Accounting, Finance, or related field
• Experience: Minimum 7–10 years of progressive nonprofit accounting experience. Prior work with PEOs as well as Audit/Accounting practice is highly desirable.
• Skills:
   
  • Deep working knowledge of multiple restricted fund management.
  • Familiarity with Financial Edge, Sage, Salesforce is highly desirable.
  • Proficiency in Microsoft Excel, including pivot tables and advanced formulas.
  • Strong organizational, analytical, and communication skills.
  • Ability to handle sensitive information with discretion.

Work Environment

This is a full-time position based in New York. Must be in the office at least 4 days a week.

Compensation & Benefits

• Competitive salary commensurate with experience.
• The salary range for this role is between $100k - $120k depending on experience.
• Comprehensive benefits package (health, dental, vision, 403(b) with employer match, paid leave).
• Access to cultural and academic events and resources.
• Opportunity to work with a mission-driven, globally impactful institution.

How to Apply

Please submit your resume and a cover letter detailing your qualifications and interest in the position here. Applications will be reviewed on a rolling basis until the position is filled. The compensation is $100,000-$120,000 annually.

Equal Opportunity Employment: The American Academy in Rome is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Job Summary:

The Development Manager, Institutional Giving and Special Events is a core role on the American Academy in Rome’s team responsible for overseeing corporate and foundation giving as well as the New York Gala and other events as appropriate. This position requires developing strategic revenue-generating initiatives and includes recruiting corporate sponsorships, administering grant requirements, managing donor recognition, and maintaining accurate records in Raiser’s Edge, Salesforce, and the events management software Classy. In addition to fundraising, the role oversees Special Event logistics: creating timelines, managing budgets, producing printed and digital materials, coordinating with vendors, and ensuring seamless event execution. By collaborating with event consultants, institutional leadership, and cross-departmental teams, the Manager ensures that these events align with organizational goals, fostering donor engagement and delivering exceptional experiences. The Development Department at the American Academy in Rome is a close-knit team. Working harmoniously and intercontinentally while reaching goals is imperative to this role. The American Academy in Rome invites 360-degree thinkers seeking an opportunity to sharpen hard Development skills and grow in an exciting environment to apply.

Supervision:

The Development Manager, Institutional Giving and Special Events reports to the Associate Director of Development and works closely with the Development Director on the New York Gala.

Responsibilities

A. Institutional Fundraising (approximately 60%)

• Work with the Associate Director of Development and institutional leadership to develop and implement strategies to meet and exceed revenue goals for corporate, foundation, and government giving as needed.
• Provide prospect research for the development department to identify new prospects and help guide institutional fundraising strategies.
• Develop expertly-written institutional materials, including comprehensive mission- and project-based documents to fulfill grant requirements as well professional pitch decks for corporations.
• Maintain all relevant donor- and event-related documents, records, and files and see that necessary Raiser’s Edge and Salesforce records are updated.
• Manage grants fulfillment calendar and monitor compliance with endowment and grant-related reports.
• Perform other fundraising-related tasks, as needed.

B. Event coordination and production (approximately 40%)

• Work with the Director of Development, Associate Director of Development and institutional leadership to develop and implement strategies to meet and exceed revenue goals for the New York Gala.
• Develop, enforce, and adhere to long-lead timelines for event planning.
• Oversee all aspects of the New York Gala, including planning, organizing, coordinating, and executing all timelines, logistics, production, and budgets leading up to and through the day of event as well overseeing all post-event communications.
• Manage the process of securing Gala leadership, honorees and award presenters and act as institutional liaison for these key players. This includes the coordination of event committee meetings, including the preparation of agendas, materials, and reports.
• Manage the solicitation of event sponsors, including researching and identifying prospects, preparing relevant materials and proposals, organizing meetings, and drafting and sending correspondence.
• Track and manage event tickets and donations and follow up with invoicing and acknowledgement letters as needed.
• Manage event budgets, including planning, monitoring, and tracking expenses, reviewing and coding invoices, and processing invoices for payment.
• Coordinate all aspects of event-related printed and digital materials, including but not limited to save the dates, invitations, mailings, event programs, e-communications and social media.
• Work closely with the Event Consultants to produce and execute the events via vendor management, venue coordination, staffing, and run of show. This may include: 
  • Managing event venues and catering, including researching venues and vendors, reviewing and negotiating contracts, and serving as liaison.
  • Coordinating procurement of all event materials, equipment, services, and supplies, including flowers, rentals, and A/V.
  • Other event coordination and production duties as needed and assigned.
• Support other nation-wide events, programs, and dinners, including the annual Rome Prize Ceremony support.

Qualifications and Experience

To perform this job successfully, an individual must be able to perform each essential function at an exceedingly high level. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Bachelor’s degree in a related field, Master’s degree preferred.
• 5 years of experience in programs or development with accomplished in event planning and fundraising.
• Exceptional written and verbal communication skills and an eye for aesthetic details.
• Ability to write for a variety of audiences, including scholarly, artistic, and corporate.
• Demonstrated experience in managing budgets, as well as event logistics, vendor management, and timelines and day-of execution.
• Proven success in fundraising and sponsorship solicitation, with experience in donor cultivation and stewardship.
• Familiarity with donor management systems such as Raiser’s Edge, Salesforce, Classy or similar platforms.
• Strong background and interest in collaborating across departments.
• Background in working with cultural or arts organizations and with auctions is a significant advantage.
• Multitasking and timeline management expertise to handle overlapping event schedules effectively.

Please submit a resume and a cover letter here. The compensation is $70,000 annually.