Development Operations Associate

Development Operations Associate

Non-Exempt Position

Reports to: Vice President, Development

The ICAA:

The Institute of Classical Architecture & Art (ICAA) is a nonprofit membership organization with a mission to advance the appreciation and practice of the principles of traditional architecture and its allied arts by engaging educators, professionals, students, and enthusiasts. The ICAA is headquartered in New York City with regional Chapters across the United States. It offers a wide array of programs that are designed to promote the appreciation and practice of classical and traditional design, including continuing education courses, university workshops, architectural intensives, lectures, travel programs, awards, and conferences. The ICAA publishes an academic journal called the Classicist, an acclaimed book series called the Classical America Series in Art and Architecture, and an original documentary film series, Design in Mind. Through the annual Arthur Ross Awards, as well as other national and regional award programs, the ICAA also honors contemporary leaders of classical design and the related fields.

The Position:

The ICAA is seeking a Development Operations Associate with non-profit experience who will support organizational efficiency and day-to-day operations. The Development Operations Associate will report to the Vice President, Development and will also work closely with the President, Vice President, Education, and other departments cross-functionally as needed. Key responsibilities include overseeing materials and procurement, managing vendor relationships, providing administrative support, and coordinating processes to follow non-profit best practices. This position is responsible for managing and maintaining the organization’s donor database, Raiser’s Edge, to ensure data accuracy, integrity, and efficiency across all fundraising and donor engagement activities. Duties include overseeing gift processing, financial reporting, and developing queries and reports to support fundraising efforts and organizational leadership. This position requires strong analytical skills, a keen eye for detail, and a commitment to continuous improvement to ensure the seamless operation of office systems and processes.

Position Responsibilities:

Administration and Office Coordination

• Maintain organizational calendar (staff meetings, committees, Board) and assist with the preparation of materials for meetings/events and follow-up
• Manage the office, greet and assist visitors, ship and receive and distribute mail, order supplies, and schedule messenger services as needed
• Oversee vendor relationships (IT, supplies, housekeeping, facilities) and maintain a database of all contacts, contracts, and accounts. Manage key services (Constant Contact, Raiser’s Edge, Adobe Creative Suite, Dropbox) and ensure access is distributed among ICAA staff as necessary. Coordinate and follow up with IT provider to ensure office technology is functioning
• Help to ensure an orderly and organized office by managing the common space and overseeing processes to keep workspaces/classrooms/common areas/breakroom/supply closet organized
• Assist Vice Presidents with HR functions including updating Employee Handbook; listing and editing job postings; scheduling interviews; coordinating the onboarding process for new hires; and other projects as needed
• Ensure scheduling of the annual performance review process; ​​oversee holiday calendar and plan staff retreats
• Prepare written materials including internal and external communications as needed including contracts, reports, agendas, job postings etc.
• Prepare and submit check requests for vendor payments
• Assist with preparation of correspondence, meeting materials, and special mailings and appeals (including mail merges)
• Coordinate with building staff as needed to maintain clean and safe workspace
• Oversee scheduling for Governance Committee and attend meetings to assist with developing policies that follow non-profit best practices and state and federal guidelines
• Answer phone calls and emails to the inquiry line
• Special projects as needed

Maintaining Donor Database

• Manage the Raiser’s Edge donor database to ensure consistent and accurate gift entry, reporting, queries, and data cleanup
• Generate weekly, monthly, and ad hoc reports for fundraising, financial analysis, and organizational leadership. Create weekly reports of outstanding pledges and acknowledgment letters and distribute to the Development team
• Assist in entering and processing pledges and donations from individuals, corporations, and foundations in Raiser’s Edge and draft acknowledgment letters as needed. Oversee all aspects of gift processing, ensuring gifts are appropriately credited to constituents, funds, campaigns, and appeals and receipts and documentation are properly filed
• Maintain data integrity by capturing address and contact information updates. Routinely monitor, clean, and maintain the database to eliminate duplicate, inconsistent, or outdated records
• Add new constituent records, notes, attributes, and actions
• Maintain up-to-date training on Raiser’s Edge functionality
• Create queries and pull reports as needed from Raiser’s Edge, including mailing lists for events, appeals, and other outreach
• Troubleshoot database issues, ensuring accuracy, data consistency, and seamless functionality
• Process checks and ensure that all gifts are accurately coded and submitted to the finance office. Process credit card payments, and generate receipts
• Coordinate Raiser’s Edge training for new staff, and regularly update training materials as needed

Required skills and qualifications:

The ideal candidate will be self-motivated and flexible, with excellent interpersonal skills and the ability to work with staff and stakeholders at all levels (internally and externally). They will take initiative, work independently in a high-paced environment, multi-task, and prioritize responsibilities. They must have impeccable follow-up to see all tasks through to completion. We seek candidates with the following qualifications and experience:

• Must have Bachelor’s degree
• At least 3 years of related experience, previous background in nonprofit, office management, or executive administration is a plus
• Superior verbal and written communication and interpersonal skills
• Ability to think creatively and strategically
• Ability to interact professionally with trustees, members, donors, volunteers, and colleagues and with discretion
• Must be detail-oriented and highly organized, with excellent oral and written communication skills
• Proficient in Mac, Microsoft Office and G-Suite. Experience with Raiser’s Edge or similar database
• Ability to anticipate needs and prioritize, work in a fast-paced team environment, and meet deadlines
• Warm, energetic, and customer-orientated
• Interest in architecture, art, or design is a plus

Salary: $47,000 - $53,000 plus full benefits package

The ICAA is currently a hybrid work environment with staff in the office a minimum of three days a week and attending a variety of in-person events. In-office days and hours must be flexible given our robust calendar of events, including on evenings and weekends.

To apply: Please send resume, cover letter, and two professional writing samples to jobs@classicist.org with the subject line Development Operations Associate

The ICAA is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, sexual orientation, pregnancy, physical or mental disability, genetic information, veteran status, uniformed service member status, or any other status protected by federal, state, or local laws.