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American Academy in Rome

Development Coordinator

Development – New York, New York
Department Development
Employment Type Full-Time
Minimum Experience Entry-level


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. 

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.

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.


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.

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