Advancement Services Associate

Details

  • Position Category: Non-Academic
  • Position Title: Advancement Services Associate
  • School/Department: Advancement
  • Reports To: Executive Director, Advancement Services
  • Time: Full-Time
  • Appointment: Regular
  • Position Starts: 08/10/2022

Information & Responsibilities

Information & Responsibilities

Under the supervision of the Executive Director, Advancement Services, the Advancement Services Associate supports the Advancement Services team in gift administration, financial reporting, and data management.

Requirements

Essential Job Functions

  • Support maintenance of database integrity and Advancement files
  • Enter and edit Advancement data
  • Perform all aspects of gift administration including donation processing, gift matching, pledge invoicing, and acknowledgment generation
  • Ensure all gifts are processed in accordance with industry best practices and IRS guidelines
  • Design, differentiate, and update gift acknowledgments based on multiple giving levels
  • Create and distribute periodic and recurring Advancement-related financial reports and dashboards
  • Work with Finance to record and reconcile Advancement revenue and journal entries
  • Cross-train in multiple aspects of Advancement team support

Further Information

The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings, and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends, and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.

Qualifications

Qualifications and Skills

  • Strong attention to detail
  • Commitment to confidentiality
  • Familiarity in working with people from diverse backgrounds while promoting an environment of inclusion
  • Flexibility to work occasional evenings and weekends

 

All team members must:

  • Demonstrate strong organizational, written, and oral communication skills. Think strategically and creatively and perform with expertise in order to support the advancement of CalArts
  • Work with high level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines
  • Have experience and confidence in donor database management and ease in functioning in CRM systems
  • Be tech savvy and able to use best practices to improve and reinforce business processes, ensuring effective time management and outcomes-based work performance
  • Possess strong computer skills: Google suite, CRM databases, mail merges, presentation software, video integrated meeting systems, and digital event registration products
  • Maintain confidentiality with regard to donor relations at all times
  • Commit to serving diverse constituents in an environment that embraces inclusiveness, diversity, equity and access
  • Collaborate effectively with a large team and attend to competing needs
  • Work with coworkers to promote and maintain a positive work environment while supporting strategic partnerships and collaborative relationships across the CalArts campus
  • Possess the emotional intelligence to interpret and act on emotions in themselves and others
  • Utilize personal skills in dealing with people with diplomacy, tact, maturity
  • Demonstrate grit by maintaining composure when things go wrong as well as a sense of humor to stay sane and keep a positive attitude no matter what happens

 

Education and/or Experience

  • Bachelor level degree preferred
  • Experience with data entry and familiarity with relational databases, Affinaquest or Salesforce preferred
  • Experience handling payment transactions
  • Experience in a nonprofit fundraising environment preferred
  • Experience working collaboratively with colleagues, donors, and volunteers
  • Experience and/or interest in contemporary art forms across disciplines

How to Apply

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Advancement Services Associate - ID:100844

Equity & Diversity

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.

Further Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.

 

TypeNon-Academic
School/DepartmentAdvancement
Reports ToExecutive Director, Advancement Services
StatusFull-Time
AppointmentRegular
Available8/10/2022
Requirements

Essential Job Functions

  • Support maintenance of database integrity and Advancement files
  • Enter and edit Advancement data
  • Perform all aspects of gift administration including donation processing, gift matching, pledge invoicing, and acknowledgment generation
  • Ensure all gifts are processed in accordance with industry best practices and IRS guidelines
  • Design, differentiate, and update gift acknowledgments based on multiple giving levels
  • Create and distribute periodic and recurring Advancement-related financial reports and dashboards
  • Work with Finance to record and reconcile Advancement revenue and journal entries
  • Cross-train in multiple aspects of Advancement team support

Further Information

The Advancement Division works in a hybrid model, spending a minimum of 2 days per week on campus or at in-person meetings, and the remainder of days working from home. Because the division is responsible for fundraising events, applicants must be available to work additional hours during evenings or weekends, and at peak periods of the year. During certain brief times during the academic calendar, there will be restrictions on vacation approvals to ensure the division can adequately support the fundraising initiatives that align with the Institute’s highest priority activities.

Education and Experience

Qualifications and Skills

  • Strong attention to detail
  • Commitment to confidentiality
  • Familiarity in working with people from diverse backgrounds while promoting an environment of inclusion
  • Flexibility to work occasional evenings and weekends

 

All team members must:

  • Demonstrate strong organizational, written, and oral communication skills. Think strategically and creatively and perform with expertise in order to support the advancement of CalArts
  • Work with high level of self-motivation to proactively move multiple tasks forward while documenting and sharing progress, and meeting strict deadlines
  • Have experience and confidence in donor database management and ease in functioning in CRM systems
  • Be tech savvy and able to use best practices to improve and reinforce business processes, ensuring effective time management and outcomes-based work performance
  • Possess strong computer skills: Google suite, CRM databases, mail merges, presentation software, video integrated meeting systems, and digital event registration products
  • Maintain confidentiality with regard to donor relations at all times
  • Commit to serving diverse constituents in an environment that embraces inclusiveness, diversity, equity and access
  • Collaborate effectively with a large team and attend to competing needs
  • Work with coworkers to promote and maintain a positive work environment while supporting strategic partnerships and collaborative relationships across the CalArts campus
  • Possess the emotional intelligence to interpret and act on emotions in themselves and others
  • Utilize personal skills in dealing with people with diplomacy, tact, maturity
  • Demonstrate grit by maintaining composure when things go wrong as well as a sense of humor to stay sane and keep a positive attitude no matter what happens

 

Education and/or Experience

  • Bachelor level degree preferred
  • Experience with data entry and familiarity with relational databases, Affinaquest or Salesforce preferred
  • Experience handling payment transactions
  • Experience in a nonprofit fundraising environment preferred
  • Experience working collaboratively with colleagues, donors, and volunteers
  • Experience and/or interest in contemporary art forms across disciplines
Instructions

This position is available immediately.  If you are interested, please follow the link to Interfolio below:

Advancement Services Associate - ID:100844

Equity and Diversity

California Institute of the Arts shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status, disability, or any other status protected under federal, state, or local law.

Additional Information

CalArts has a multidisciplinary approach to its studies of the arts through six schools: Art, Critical Studies, Dance, Film/Video, Music and Theater. CalArts encourages students to explore and recognize the complexity of the many aspects of the arts. It is supported by a distinguished faculty of practicing artists and provides its Bachelor and Master of Fine Arts students with the hands-on training and exposure necessary for an artist's growth. CalArts was founded in 1961 and opened in 1969 as the first institution of higher learning in the United States specifically for students interested in the pursuit of degrees in all areas of visual and performing arts.