Job Opportunities

Director (Rome)

The American Academy in Rome invites applications from artists, scholars, and institutional leaders for the position of its Rome-based Director, beginning in summer 2020, for an initial term of three years (2020­–23), with the potential for two one-year renewals. The candidate should have a distinguished record of achievement in one of the disciplines represented at the Academy as well as significant experience in management and administration.


Organization

The American Academy in Rome, founded in 1894, is an independent, privately funded institution that supports artists, writers, and scholars living and working together in a dynamic international community. The core of this group is composed of the approximately thirty Fellows who are winners of the highly competitive Rome Prize selected by rotating juries each year. Additionally, this community is enriched by invited Residents across the disciplines as well as an array of visiting artists and scholars. The Academy has a rich legacy and national profile in the arts and humanities in the United States, and an increasingly global position in diverse cultural and academic communities around the world.

The Academy is led by the President, who is based in its New York offices, and its programs and operations in Rome are led by the Director, along with the Andrew Heiskell Arts Director and Mellon Professor of the Humanities.

Responsibilities

The Director of the American Academy in Rome, who is based in Rome, works with the President in New York on intellectual and programmatic activities and provides managerial leadership for all Academy activities in Rome. The Director, working with the senior staff in Rome on operations and administrative matters, manages a diverse Italian and American staff of approximately sixty. The Director is a residential member of the staff in Rome.

The Director shares in the task of forwarding the Academy’s mission, shaping and articulating its broad vision for the arts and humanities, and encouraging programs that move across and between scholarly and artistic disciplines. The Director, together with the arts and humanities directors, is responsible for helping to mentor, nurture, and advance the work of diverse Rome Prize Fellows across the Academy’s Fellowship fields in the humanities, which are ancient, medieval, Renaissance/early modern, and modern Italian studies, and in the arts, which are architecture, design, historic preservation and conservation, landscape architecture, literature, musical composition, and visual art.

The successful Director will have an established reputation in one of the disciplines listed above, extensive experience in nonprofit arts administration or a related field, broad cultural interests, in particular in those fields of the arts and scholarship served by the Academy, and a genuine desire to interact with a variety of people and institutions. Fluency in spoken and written Italian is critical, and established contacts with Italian scholars, artists, and academic and arts organizations are highly desirable. In addition, the Director hosts numerous public events a month and therefore must enjoy entertaining and hosting others.

The Director reports to the President and, as a member of the Rome and New York senior management team, works in close collaboration with colleagues in New York, including the Vice President for Finance and Administration, the Vice President for Development, and the Director of Communications.

The Director leads the Rome program team and directly oversees the Drue Heinz Librarian, the Andrew W. Mellon Professor of the Humanities, the Andrew Heiskell Arts Director, the Director of Programs, and the Executive Assistant to the Director. The Director also oversees the Rome Director of Operations and Rome Finance Manager jointly with the Vice President for Finance and Administration in New York.

Among the primary responsibilities and duties of the Director are the following:

  • Provide artistic and scholarly guidance, mentoring, and feedback to all Fellows in order to advance their work and to provide optimal conditions for their projects across a wide, diverse, and evolving range of subjects, issues, and projects
  • Stimulate the intellectual life of the Academy community and encourage and facilitate dialogue among Fellows, Italian Fellows, Residents, Affiliated Fellows, Visiting Artists and Scholars, and other participants and guests, while promoting and enforcing Academy policies relating to equity, community, and professional climate
  • Assure the enrichment of the Fellows’ experience in Rome through introductions and exposure to the city’s artistic and scholarly communities
  • Provide scholarly and/or artistic leadership within the cultural community of Rome and represent Academy with leaders in the arts, academia, philanthropy, commerce, and government in Rome and, as appropriate, throughout Italy and Europe
  • Confer regularly and work closely with the President to ensure effective and productive communication and collaboration between Rome and New York
  • Support fundraising efforts by strategizing and coordinating with the President and Vice President for Development in New York, representing and promoting the Academy’s mission and programs to donors and potential supporters, and building and strengthening relationships with constituents including former Fellows and Residents, corporate and foundation leaders, philanthropic individuals, and peer professional organizations
  • Coordinate development, public relations, and media relations in Rome with the Vice President for Development and the Director of Communications in New York
  • In collaboration with the Rome Finance Manager and the Vice President for Finance and Administration in New York, develop and implement comprehensive and cost-conscious annual and multiyear operating and capital budgets for Rome, including setting priorities in context of institutional goals
  • Lead and manage all Academy activities in Rome working with key staff to support and enhance esprit de corps among staff and the community
  • Serve as the Academy’s chief resident officer, representative, and spokesperson in Rome and assure that programs and activities in the arts and humanities promote interest and interchange, both among disciplines and between Americans and the international community
  • Participate in and support meetings of the Board of Trustees and Board Committee meetings as needed, including presenting to the Committees on the Arts and Humanities and generally planning discussion topics
  • Entertain frequently within the Academy community, bringing in and cultivating a diverse and international array of people, including visiting supporters of the Academy from the United States
  • Serve as a key member of the residential community during regular office hours, evening/weekend programs, and after hours, including sharing with other residential staff on-call duties and assisting with emergencies and other situations

Qualifications

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

  • Graduate degree and outstanding professional achievement in one or more of the Academy’s Fellowship disciplines, ideally with published books and/or articles, as well as personal record of achievement to be perceived as a leader both within the Academy and by the Rome community at large
  • Successful leadership, management, and fundraising experience, preferably in an educational or cultural institution with an international component, and proven ability to represent the institution professionally, interact diplomatically, work productively, and build and sustain a complex and dynamic community with a wide range of internal and external constituents including Fellows, management and support staff, board members, donors, funders, and vendors
  • Exceptional intellectual generosity and maturity and deep commitment to the arts and humanities, with proven ability to mentor talented individuals from a diverse set of disciplines and engage with their work, as well as broad interests and curiosity to be able to develop and lead programs in fields other than his or her own
  • Fluency or high degree of proficiency in Italian essential, with strong verbal and written skills in both Italian and English; strong working knowledge of or familiarity with the arts and cultural sites and organizations of Rome and Italy; experience living in Italy and familiarity with Italian and/or Roman culture preferred
  • Experience and successful interaction with institutional leaders, public officials, and government agencies, including those of foreign governments
  • Advanced administrative, strategic thinking, and long-range planning abilities, with strong critical thinking skills and budgetary experience
  • Superior relationship building and interpersonal abilities, with significant mentoring skills and adeptness in influencing others
  • Ability to take initiative and work independently, with significant accountability, motivation, and problem-solving skills
  • Commitment to working highly collaboratively and collegially as part of a team, and flexibility around participating as a team member and team leader as necessary
  • Exceptional judgment, professionalism, and discretion in handling confidential and sensitive situations and matters
  • Ability to travel between New York and Rome
  • Flexibility, accessibility, and availability to work outside of normal business hours in response to urgent and emergency situations, and availability to participate in evening and weekend programs and events

Salary and benefits are competitive and commensurate with experience.

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 the Director. If your résumé includes publications or lectures, please include only a relevant selection. Your entire application packet should not exceed ten (10) pages in length.

Applications must be submitted no later than the close of business on Friday, October 4, 2019, to https://aarome.bamboohr.com/jobs/view.php?id=17.

Please upload both your cover letter and résumé at the above link as PDF files following the naming convention outlined below. Word documents or other file formats will not be accepted.

LASTNAME_Firstname_coverletter.pdf (e.g., SMITH_Jane_coverletter.pdf)
LASTNAME_Firstname_resume.pdf (e.g., SMITH_Jane_resume.pdf)

Candidates who are selected for interview will be notified in late October, and in-person interviews will take place in New York City on Friday, November 22, 2019.

The American Academy in Rome is an equal opportunity employer.

Operations Manager (Rome)

The American Academy in Rome is an American nonprofit organization with its primary property and operations in Rome, Italy, and its principal finance and fundraising operations in New York. The Academy seeks an Operations Manager in Rome to comprehensively oversee and manage on a full-time basis the operations for the Academy’s Rome campus, which consists of landmarked, historic, and renovated buildings and gardens with a wide range of uses, including residential, creative, research, dining, program, library, collection storage, and offices.


Summary

In collaboration with the Director in Rome and the Vice President for Finance and Administration (VPFA) in New York, the Operations Manager strategically and proactively drives high standards, efficiency, and cost effectiveness in all aspects of operations, including facilities, security, and technology.

The Operations Manager ensures that daily and long-term needs are met and supported by overseeing day-to-day operations, providing broad operational support for programs and projects, planning and managing budgets, and developing and implementing policies, procedures, and best practices. In close conjunction with the Director in Rome and the VPFA in New York, the Operations Manager also plans and implements capital maintenance and projects across the Rome campus and consults on operational and capital needs in the New York office as needed.

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 multinational nonprofit 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 Rome, the Operations Manager reports to the Director in Rome and the VPFA in New York, is a head of sector on the Rome staff, and participates in Rome/New York senior-staff meetings as needed. The Operations Manager oversees maintenance, gardens, gatekeepers, and IT, and works closely with the heads of finance, residential services, kitchen, and programs, as well other sector heads in Rome.

Responsibilities

Key areas of responsibility include:

  • Supervision of the consultant for gardens in managing all routine and exceptional grounds work and projects by staff and vendors throughout the campus
  • Hands-on leadership of gatekeeping staff and security contractors to manage the campus-wide security and safety plan
  • Proactive oversight of the IT consultant to prioritize, plan, and manage technology initiatives and ensure integrated and streamlined services across both Rome and New York locations
  • Supervision of the part-time Superintendent of Maintenance
  • Presentation of capital initiatives and projects to Director in Rome and VPFA in New York that take into account the preservation and conservation of the historical nature of the properties

General responsibilities include:

  • Managing departments and staff to facilitate clear communication, streamline workflows, manage risk, handle personnel matters, and ensure cost effectiveness, security, safety, compliance, and historic preservation
  • Overseeing schedules and requests to prioritize needs, ensure satisfactory and timely completion of work, and avoid conflicts especially around events and programs
  • Overseeing inventory supplies, materials, and equipment, including ensuring adequate levels for normal operation and anticipating and planning for extraordinary needs
  • Overseeing the development, management, and implementation of cost-conscious annual and multi-year operating budgets
  • Ensuring compliance with applicable local, state, and other regulations; maintaining applicable staff training and certification; and maintaining awareness of relevant industry trends, standards, and best practices at similar institutions, businesses, and other organizations
  • As needed and directed, act as liaison to public agencies, including the fire department, police department, buildings department, landmarks commission, and adjacent building owners
  • Oversee maintenance and repairs as needed, respond to off-hour emergencies, and attend events and programs to ensure effective operations as needed and directed

Qualifications

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

  1. Minimum of five years’ experience in progressively responsible roles in operations management, ideally in American or multinational cultural and/or educational nonprofit organizations, or comparable combination of experience and substantial knowledge of similar maintenance, gardens, security, and technology systems
  2. Demonstrated interest in and working knowledge of the arts, cultural, and/or educational sector(s), especially in Italy and/or Europe
  3. Bachelor’s degree in operations management, business management or administration, architecture, engineering, or comparable area of study
  4. Written and spoken proficiency or fluency in English and Italian, including ability to communicate on business and operational matters and to travel to the New York office as needed and assigned
  5. Proven staff-management skills, including leading by example; supervising, training, and effectively improving staff performance; developing and adapting workflows and procedures to improve efficiency, collaboration, and service; and promoting teamwork and productive collaboration with all levels of management and staff
  6. Significant strength in managing time and being highly accountable in dynamic and creative setting with competing demands on attention and frequently changing and conflicting priorities and deadlines
  7. Ability to converse technically and negotiate with, as well as direct and supervise, the work of a wide range of vendors, including engineers, technicians, landscapers, and IT/security professionals regarding operations and systems
  8. Ability to work productively and collaboratively with all levels of management and support staff in both Rome and New York and maintain highly professional and positive attitude in a dynamic and creative setting
  9. Demonstrated strength in strategy, organization, planning, and analysis with respect to operations, budgets, and projects
  10. Demonstrated ability to be proactive, follow through, and achieve results, balanced with skill in executing according to precise and nuanced requirements
  11. Excellent professionalism and diplomacy in representing institution and management internally and externally
  12. Exceptional judgment and discretion in handling confidential and sensitive situations and matters
  13. Advanced skills in Microsoft Office suite, including Word, Excel, and PowerPoint, and Google apps
  14. Accessibility and availability to work outside normal business hours in response to urgent and emergency situations, and availability to participate in evening and weekend programs and events

The American Academy in Rome is an equal opportunity employer.

Applications should be submitted at online at: https://aarome.bamboohr.com/jobs/view.php?id=18. Applications submitted by September 30, 2019 will receive highest priority consideration.

Development Coordinator (New York)

The Academy seeks Development Coordinator to join its dynamic and fast-paced Development department. The position is based at the Academy’s New York City office. Responsible for supporting, coordinating, and executing a full range of development responsibilities and tasks, the Development Coordinator works with staff in both the New York and Rome offices and reports directly to the Vice President of Development.


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.

Essential Duties and Responsibilities

Gift Processing and Database Management

  1. Responsible for all aspects of gift processing, including handling all gifts, payments, and pledges on a daily basis, and entering them into Raiser’s Edge.
  2. Responsible for all gift acknowledgements, including writing, generating, and proofing all letters and tax receipts.
  3. Responsible for pledge management, including running reports to determine outstanding pledges, creating and sending pledge reminders as needed, and reconciling pledges with the finance department.
  4. Serve as primary “power user” for Raiser’s Edge, including entering, updating, and maintaining data; running queries and reports; exporting data to create documents, spreadsheets, timelines, and mailing lists; managing user access; and implementing data-driven procedures.
  5. Coordinate with the finance department on implementing gift processing procedures, reconciling contributions, managing and creating fund codes, and producing and analyzing reports.

Annual Appeals and Mailings Coordination

  1. Coordinate conception, project management, and full execution of two annual appeals.
  2. Coordinate other mailings, including compiling mailing lists, creating mail merges, working with third party vendors, tracking responses, and managing logistics.

Development Coordination

  1. Provide administrative support to the Vice President for Development, including maintaining a busy schedule of internal and external meetings, processing expense reports, screening calls, and handling correspondence.
  2. In coordination with Vice President of Development, research, identify, cultivate, and strategize approaches to donors and prospects; track pipeline of Vice President of Development.
  3. Provide full administrative support and logistical coordination for development activities and operations, including coordinating departmental budgets and reforecasts.
  4. Handle donor correspondence and documents, including writing, editing, and tracking gift agreements and Rome Prize donor letters.
  5. Assist with relevant Board, Committee, donor, and staff meeting logistics, including preparing materials, coordinating attendance and participation, documenting and following up on action items, and handling room/equipment set up/clean up.
  6. Assist with Academy events and programs as needed, including galas and other donor events.

Qualifications

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

  1. Bachelor’s degree required, with study in or knowledge of one or more of the disciplines represented by the Academy preferred.
  2. Two to five years of professional development experience, preferably in educational or arts/cultural fundraising.
  3. Advanced skills in Raiser’s Edge, including experience running reports.
  4. Excellent organizational ability, analytical and problem solving skills, accuracy, and attention to detail, along with demonstrated interest in learning and improving skills.
  5. Strength in effectively managing time and taking initiative, and proven ability to work collaboratively on a small team with concurrent projects and deadlines.
  6. Strong verbal and written communication skills, combined with demonstrated interpersonal skills and professional demeanor.
  7. Ability to interact professionally and work productively with a wide range of constituents including management and support staff, board members, donors, funders, consultants, and vendors.
  8. Excellent judgment and discretion in handling confidential and sensitive information.
  9. High level of proficiency in Microsoft Office applications (including Word, Excel, and PowerPoint), Google applications (including Gmail, Google Calendar, and Google Drive), and Adobe Acrobat Reader.
  10. Ability to work occasional evenings and weekends for events and programs.
  11. Italian language familiarity or proficiency helpful but not required.

The American Academy in Rome is an equal opportunity employer.

Applications should be submitted at online at: https://aarome.bamboohr.com/jobs/view.php?id=19