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Chautauqua Institution Assistant Director of Database & Gift Administration in Chautauqua, New York

Chautauqua Institution is a not-for-profit global convener of dialogue
on the most significant issues of the day through engagement across four
pillars of the arts, education, religion and recreation. The Chautauqua
community is located on the shores of Chautauqua Lake in southwestern
New York State and comes alive each summer with a unique mix of visual
and performing arts, lectures, interfaith worship/programs and
recreational activities.  The Institution has just recently passed a
strategic plan (150 Forward) that endeavors to expand its reach to
year-round programming and to harness its brand for continuous impact. A
new Washington, DC, office has opened to allow the Institution to play
an ongoing role in the cultural conversations of the nation. 
Advancement Operations and Philanthropy at Chautauqua Institution In
2016, the Institution completed the largest campaign in its history. The
Promise Campaign, which launched in 2011, exceeded its original goal of
$98.2 million for a total of $103.5 million. It was funded by nearly
7,000 contributors — individuals, families, foundations and partners —
from 48 states and 13 countries. Nearly half of those donors gave to the
Institution for the first time. The signature prize from this campaign
is the $42 million Chautauqua Amphitheater. The successful campaign was
the most recent demonstration of how throughout its storied history,
Chautauqua Institution has been revived, sustained and now thrives on
the power of philanthropy. In 1937 in response to fiscal challenges
brought on by the depression, Chautauqua’s leadership established the
Chautauqua Foundation which today manages he endowment assets held to
benefit the Institution as well as supports the development of new
philanthropic resources. Today, the endowment stands at $90 million.
Summary The Assistant Director, Database and Gift Administration is
responsible for the day-to-day management of the Raiser’s Edge database
and all aspects of gift administration. This position reports to the
Director of Advancement Services as an integral member of the
fundraising team and complements the work of fundraisers.
Responsibilities Serves as the main contact for monthly financial
reconciliation between Raiser’s Edge and the financial accounting
system, partnering with the Institution’s Finance staff and serving as
the bridge between Advancement and Finance. Performs a critical
reporting function, including generating financial reports for review by
Finance and providing a variety of regular financial reports to
fundraising staff; run basic and advanced queries, lists and reports to
support fundraising efforts. Responds to ad-hoc reports as requested by
fundraising staff, working closely with requestors to ensure accuracy
and minimize revisions. Analyzes gift entry and receipting procedures,
gift coding processes and quality control standards, to enhance
efficiency and recommend process improvements. Maintains and updates
policies and procedures manuals for advancement services. Maintains an
expert working knowledge of fundraising software and relationship
management solution (Blackbaud Raiser’s Edge). Pursues knowledge of
fundraising and advancement services trends and best practices, seeking
out opportunities for professional development that will enhance job
performance, including building networks with colleagues at peer
institutions. Ensures constituent and gift record integrity by
conducting data audits, running maintenance queries and performing
corrections as needed. Develops a comprehensive suite of database audit
reports, helping to determine area, priority and frequency of data
auditing projects. Conducts an annual review of the audit report suite
with Director of Advancement Services and other key staff. Manages
appeals coding and solicitations, and segments and delivers necessary
data for direct mail campaigns and electronic solicitations. Manages
large imports and exports for 90+ events each year, ensuring proper use
of RE event module (invitations, participant information, name tags and
event details). Provides support to donor database users as needed,
assisting fundraisers in using aspects of the system required to support
fundraising efforts. Education and Experience Required education:
Bachelor’s degree in computer information systems/computer science, or
accounting or finance, or a closely related field. Candidates with an
equivalent combination of education/work experience will also be
considered. Preferred education: Master’s degree in computer information
systems/computer science, or accounting or finance, or a closely related
field. Training through Association for Advancement Services
Professionals or Council for Advancement and Support of Education
seminars and workshops for database management and gift processing.
Preferred familiarity with Blackbaud Raiser’s Edge or other fundraising
software. Required experience: Minimum five years’ experience in
database management within a fundraising environment, as well as
managerial and supervisory experience. Preferred experience: Strong
preference for candidates with database management experience in
Raiser’s Edge. Skills and Abilities Technical savvy for use of
fundraising software and mobilized technology solutions
organization-wide. Systems thinking to understand data relationships and
reporting within complex software systems. Logic and reasoning to order
data to apply rules, combine data points, arrange data, and find
patterns to extract relevant information and apply that information to
strategies for successful operations. Problem-solving capabilities to
identify complex problems, use critical thinking, logic, reasoning, and
relevant information to evaluate options, and develop appropriate,
effective solutions. Relationship-building expertise to provide
cross-functional leadership and support across interworking teams in
Advancement, Finance, and Chautauqua Institution and Foundation.
Consultative and collaborative approach to process, procedure, and
problem-resolution in teams.  Project management capabilities and skills
to navigate multiple projects, full cycle, simultaneously. Self-starter
who will be a strategic partner focused on work that builds a foundation
of process and procedure, accomplishes routine responsibilities, plans
for the future, and meets goals. Political savvy to tactfully navigate
complex circumstances, make recommendations and resolve problems with an
independent judgment that is consistent with the culture, ethics, best
practice, policy, procedure, industry regulation, and federal and state
law.  Creative, innovative thinking and fluency of ideas to lead
strategic initiatives and be a key collaborator. A life-long learner who
is eager to maintain professional and technical knowledge, and use this
learning to mentor a team through educational workshops, reviewing
publications, establishing networks, participating in relevant
professional organizations, and attending conferences.  Personal
integrity and ethics when dealing with highly confidential and sensitive
information. Schedule and Travel The Assistant Director, Database and
Gift Administration will average 37.5 hours a week with flexibility to
work evenings, weekends, and holidays as required, and willingness to
flex up in scheduled work hours based on business need, particularly
during the summer season, May through September. The Assistant Director
also must be able to work during the winter holidays between December 26
and January 1. Occasional travel required to various professional
events, conferences, and training using personal or occasionally rental
vehicles. Travel predominantly within the region in an approximate
100-mile radius. Self-coordination of business travel and occasional
flights required.  Supervision and Guidance The Assistant Director,
Database and Gift Administration will manage the Gift Administrator,
which is a direct report. Comprehensive Benefits Chautauqua
Institution’s competitive benefits suite includes health insurance,
dental insurance, flexible spend (or health savings) account options,
vision insurance, complimentary life insurance, access to various
fitness and wellness programs, and employee-paid supplemental life
insurance and long-term disability options.  We help our employees plan
for the future through a discretionary employer pension contribution,
which has recently been (10%) of gross compensation following a
designated service period. The Employee Assistance Program provides
virtual access to a network of free services including counseling
sessions, legal counsel, financial advisors, and childcare and eldercare
referrals.  Discovering Your Chautauqua Experience There are countless
ways that our talent will engage with our mission, vision and diverse
communities, and you are invited to immerse yourself in our programming
as a gateway to this experience.  Employees will receive the traditional
Chautauqua gate pass, which provides access to all Amphitheater programs
except popular entertainment (up to two nights a week) and lawn seating
for all performing arts events at the Pratt Avenue performance pavilion,
a new, temporary venue for 2021. Designated popular entertainment events
in the Amphitheater will require a separate ticket purchase, if tickets
are available. In addition to a traditional gate pass, employees and
their families will receive full access to our current and historical
programs online at CHQ Assembly.    Joining Our Talent Community
Interested applicants must submit a cover letter and resume, with
optional portfolio documents, for consideration at
You are encouraged to learn more about Chautauqua Institution at
and the 150 Forward Strategic Plan at