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.

About The Company

Since 1894 the American Academy in Rome has functioned as a residential center for research and creativity. Its purpose has always been to enable highly motivated scholars and artists to immerse themselves in the experience of Rome, ancient and modern, and to be inspired by daily exchange with the other members of this creative community. The Academy has made an outsized impact on the intellectual and cultural life of the United States, and its Fellows and Residents have been recognized with 622 Guggenheim Fellowships, 74 Pulitzer Prizes, 53 MacArthur Fellowships, 26 Grammy awards, 5 Pritzker Prizes, 9 Poet Laureate appointments, and 5 Nobel Prizes. Approximately 35 Fellows are selected as winners of the Rome Prize each year by rotating juries in the different fields. Additionally, this community is enriched by invited Residents across the disciplines, as well as an array of visiting artists and scholars.

About the Internship

The American Academy in Rome is seeking an advanced undergraduate, graduate, or recent graduate intern for its development office in New York for autumn and winter 2024. This role provides an opportunity for students and early career professionals interested in the arts, humanities, education, or nonprofit administration to gain hands-on experience in a fast-paced, international office environment. The position includes training in Raiser’s Edge and Salesforce fundraising database software, as well as in iWave prospect research software. Interns will learn about various fundraising practices, engage in prospect research, and gain insight into nonprofit governance, special events, and communications. Opportunities for design and visual communication may also be available.

Responsibilities

• Assist with the preparation of reports and donor proposals
• Research individual and institutional donor prospects
• Database work, including input, analysis, and reporting
• Assist at Academy events, as needed
• Assist in the data migration from Raiser’s Edge CRM to Salesforce CRM
• Various administrative tasks as assigned
• Special projects as assigned

Qualifications

Individual must be detail-oriented, resourceful, organized, dependable, and punctual. Excellent written and oral communication skills, strong computer skills, and the ability to maintain confidentiality are essential.

• Recent graduates, current undergraduates, or graduate students with a background in the humanities, art history, arts administration, or development
• Available for the full terms and hours of the internship
• Experience using Microsoft Suite including Outlook, Word, and Excel
• Ability and willingness to work some evenings, as needed
• Beginner/Intermediate design skills, familiarity with Canva and/or Adobe or InDesign experience a plus

Location and Duration

This is an on-site position. Interns are expected to report to the Academy’s New York offices in Chelsea, at 535 W. 22nd Street, 3rd Floor, New York, NY 10011.

Duration: October 2024–December 2024 (dates flexible and renewal may be possible), 2 days per week (approximately 14 hours per week).

The American Academy in Rome is an equal opportunity employer.

Compensation is $16 per hour. To apply, please visit the listing on our job board.

The American Academy in Rome is an American non-profit organization with its principal finance and fundraising operations in New York and its program operations in Rome.

The Director of Finance will be a strategic thought-partner, and report to the Chief Financial and Administrative Officer. The successful candidate will be a hands-on and participative manager who will lead and develop an internal team to support the following areas: finance, business planning and budgeting. The Director of Finance is responsible for the organization’s long-term financial health and growth.

The successful candidate will be a strategic professional who has broad-based expertise and depth in the relevant areas of the Academy’s needs, ideally from work experience in multi-national non-profit organizations. The ideal candidate will appreciate the Academy’s unique profile as a hybrid academic and cultural institution, as well as the complexities of concurrent operations and business models in two different countries.

Supervision

Based in New York and reporting to the CFAO, the Director of Finance is a key partner to the finance team in both NY and Rome. The Director of Finance oversees the staff in New York, which consists of a Senior Accountant, Accountant and consultants. They also oversee staff in Rome, which consists of a Deputy Director of Finance, Senior Accountant, Junior Accountant and the Senior Cashier.

Responsibilities

Accounting, Finance, and Budgeting

• In conjunction with the CFAO, and senior management staff in New York and Rome, establish broad financial and budget goals, priorities, strategies, and benchmarks based on an understanding of internal needs and external circumstances, and analyze Academy-wide activities and data to monitor financial status and health and measure against goals and relevant trends.
• Oversee financial and accounting systems, controls, reporting, and records to ensure compliance with organizational policies and applicable laws and regulations, including cash management, accounts payable, accounts receivable, grants management and endowments.
• Provide active guidance and support in annual and multi-year budget planning and management (both operating and capital), including planning and consolidating budgets, developing budgets with managers, reviewing and analyzing budgets, monitoring budget to actuals, balancing and reforecasting, evaluating year-end performance, and working with staff to drive revenue and control costs.
• Manage the general ledger, all subsidiary ledgers, and all financial records, including preparing and posting journal entries, reviewing and approving new vendors, reviewing coding of transactions, preparing reconciliations, and overseeing cash transactions; and in collaboration with the Chief Financial and Administrative Officer in New York, manage the chart of accounts and project codes to ensure a coherent accounting structure across both locations.
• In collaboration with the CFAO, and with the Deputy Director of Finance & Administration, oversee and manage the funds invested to allocate and update funds available in the Academy’s endowment.
• Perform other accounting, finance, and budget management responsibilities as needed and directed.

Administration and Human Resources

• Oversee insurance and risk management, including reviewing and negotiating policies and renewals, handling claims and audits, establishing and monitoring vendor insurance requirements.
• Review contracts and insurance requirements for special projects.
• Oversee insurance, tax, and legal requirements for the Academy.
• Support CFAO in relevant Board and Committee activities, including preparing agendas, reports, and presentations; reporting to Board and Committees if needed; reviewing minutes; and ensuring timely follow up on action items.
• Maintain awareness of relevant industry trends, standards, and best practices at similar institutions, as well as businesses and other organizations, in order to ensure compliance, appropriate controls, and effective management, as well as to set standards for comparison and development.
• In collaboration with the CFAO and finance team, oversee and manage full range of human resources processes and systems in collaboration with the HR Consultant to ensure compliance with internal policies and applicable law, including compensation and payroll, and benefits administration in both NY and Rome.
• Perform other administrative and human resources management responsibilities as needed and directed.

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.

• Master’s degree in finance, accounting, business, or related area of study.
• At least eight to ten years of professional experience in progressively responsible roles and proven record of skillfully and effectively managing accounting, finances, budgets, and human resources with at least seven years at the management level, ideally in a combination of non-profit organizations and finance, accounting, or other similar companies, or comparable combination of experience and substantial knowledge of non-profit management.
• Understanding and appreciation of non-profit cultural institutions, and genuine interest in the Academy’s mission and work.
• Demonstrated strength in strategy, organization, planning, and analysis, especially with respect to budgets, operations, and projects.
• Ability to translate financial concepts to—and to effectively collaborate with—programmatic and fundraising colleagues who do not necessarily have finance backgrounds.
• A proven record in grants management.
• Technology savvy with experience selecting and overseeing software installations and managing relationships with software vendors; knowledge of accounting and reporting software.
• Significant strength in managing time, organizing work, and being highly accountable in dynamic and creative settings with competing demands on attention and frequently changing and conflicting priorities and deadlines.
• Demonstrated ability to work independently, be proactive, and take initiative with minimal direction or guidance, balanced with skill in executing plans and detailed tasks accurately and efficiently.
• Proven management abilities with substantial skills in developing and supporting staff, assessing and designing workflows, working productively with all levels of management and staff, and collaborating with colleagues in another location.
• Excellent professionalism and diplomacy in representing Academy internally and externally, with superior writing, editing, oral communication, and presentation skills in both Italian and English, especially on financial, business, and legal matters.
• Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters.
• Advanced skills in accounting software (the Academy uses Financial Edge and is moving to Sage Intacct), knowledge of donor database software helpful (the Academy uses Raisers Edge and is moving to Salesforce).
• Advanced skills in Microsoft Office suite, especially in Excel.
• Accessibility to respond to urgent and emergency situations outside of business hours.

The American Academy in Rome is an Equal Opportunity Employer.

We are committed to the well-being and future of our employees. Our comprehensive benefits package includes health, dental, and vision coverage to ensure you and your family stay healthy. Additionally, we offer robust retirement benefits to help you plan for your future. We value your experience, and our competitive salary will be commensurate with the expertise you bring to our team. Join us to enjoy a supportive work environment with exceptional benefits tailored to your needs!

To Apply

Please submit a cover letter outlining your interest in the Academy, the contributions you expect to make to the Academy’s mission, and your qualifications for the position of Director of Finance to https://aarome.bamboohr.com/careers/58. Applications will be accepted through August 30, 2024. The compensation is $145,000–$155,000 annually.

The Associate Director of Development is a leader in the Development Department responsible for overseeing alumni affairs, major gifts, and institutional giving at the American Academy in Rome. Towards this end, they build and execute fundraising appeals; create, manage, and reconcile Development Department financial reports; oversee fundraising goals; and more. The Development Department at the American Academy in Rome is a close-knit and evolving team. Working harmoniously while reaching goals is imperative to this role.

RESPONSIBILITIES:

Alumni Affairs & Major Gifts (60%):

• Directs individual donor fundraising activities to achieve annual fundraising goal of more than $4 million for general operating support, including the cultivation and solicitation of major donors and supervising timely production of fundraising appeals. Work closely with all members of the team both in New York and Rome to accomplish goals.
• Identifies and cultivates major gift prospects through programs and visits with Senior Development Officer, Development Manager, and Development team at large.
• Strategizes approaches and solicitations for operating and priority initiatives.
• Oversees AAR’s alumni relations strategy and operations to develop an active and engaged alumni base.
• Develops short- and long-term plans, goals, and objectives to create and sustain strong relations between AAR and its alumni and major gifts base.
• Designs, implements and evaluates strategies and initiatives to increase involvement among alumni through various outreach and affinity programs.
• Supports and collaborates with a range of alumni affinity groups and engage in diversity, equity, and inclusion work, with an emphasis on building an inclusive and welcoming community among AAR’s diverse and international alumni.
• Develops and implements strategies to enhance the Annual Giving program.
• Establishes benchmarks and oversees moves management program.
• Supports in membership analytics.

Institutional Fundraising (30%):

• Working closely with executive and program staff, oversees all aspects of institutional giving efforts.
• Support the Director of Development in securing and managing gifts from the Director of Development’s institutional giving portfolio.
• Raises and manages gifts from own portfolio.
• Stewards donors, identifies new prospects for cultivation and solicitation, and develops strategy for approach.
• Writes grant proposals and reports for institutional funders (foundations, government, corporations) in a timely manner, meeting deadlines to secure new commitments and renewals.
• Maintains prospect pipeline for institutional funders.
• Manages compliance with endowment and grant-related requirements, including reports.
• Works with the Finance Department to ensure compliance with financial requirements of grants.

Administration (10%)

• Serves as on the ground resource for the Development Department when Director of Development is away from the office.
• Strategizes with Director of Development on effective systems and processes to ensure smooth Department operations.

Other

• Participates in Academy meetings, events, and programs.
• Perform other duties and projects as needed and assigned.

SUPERVISORY:

Development Manager (New York)

QUALIFICATIONS AND EDUCATION:

• Bachelor’s degree with at least 10 years fundraising experience required.
• Experience working in college or university alumni relations, or relevant experience in fields such as external affairs that involve strong constituency relations.
• Experience working with a Development Office to create pipelines for solicitations, campaigns, etc.
• Impeccable writing skills; ability to write quickly and under deadline pressure.
• Proven track record in writing proposals that win grants from institutional funders.
• Proficiency in multi-platform communications strategies.
• Strong planning, organizational, and time management abilities.
• Thorough understanding of donor cycles.
• Experience in volunteer management and engagement, preferably with alumni.
• Proficiency in program reporting and evaluation.
• Willingness to participate in events outside regular work hours.

SKILLS AND ABILITIES:

• Proven strength in effectively prioritizing and managing time, taking initiative, communicating potential needs, and juggling multiple projects with strong attention to detail.
• Willingness and flexibility to support shifting priorities.
• Passion for the mission and programs of the American Academy in Rome.
• Flexible mindset and ability to collaborate effectively in a dynamic and maturing fundraising environment.
• Outstanding oral and interpersonal communication skills with ability to interact professionally and work productively with a wide range of constituents.
• Discretion and commitment to maintaining confidentiality.
• Experience working with development databases; Salesforce experience a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with Development Databases including Salesforce and Raiser’s Edge.

The American Academy in Rome is an Equal Opportunity Employer.

We are committed to the well-being and future of our employees. Our comprehensive benefits package includes health, dental, and vision coverage to ensure you and your family stay healthy. Additionally, we offer robust retirement benefits to help you plan for your future. We value your experience, and our competitive salary will be commensurate with the expertise you bring to our team. Join us to enjoy a supportive work environment with exceptional benefits tailored to your needs!

To Apply:

Please submit a cover letter outlining your interest in the Academy, the contributions you expect to make to the Academy’s mission, and your qualifications for the position of Associate Director of Development to https://aarome.bamboohr.com/careers/59. Applications will be accepted through August 26, 2024. The compensation is $90,000–$95,000 annually.