Join our team and help change lives and shape futures! Located on a stunning 140-acre campus in Santa Fe where art and cultural identity is celebrated and revered, IAIA’s Institutional Advancement Office and IAIA’s Foundation work together raising critical funds to support student success, enrich academic programs, and support museum exhibitions. 

Working with the Advancement team, this position is vital to the success of our programs and services, such as donor/prospect relationships, annual and specialized appeals and campaigns, fundraising events, and the management of tracking systems for scholarship fund availability. 

The Advancement Services Manager oversees the donor database, running reports and providing donor lists to support the department’s many donor-based initiatives, performs financial and database coding and data entry procedures, completes monthly reconciliations, and provides information and assistance to IAIA’s accounting firm during the annual audit. 

Essential Position Functions 

Responsibilities include, but are not limited to, the following:

Assist with the development and monitoring of the annual fundraising campaign schedule.

Help coordinate vendors and suppliers for annual fund initiatives.

Provide mail and email lists from database system for regular campaign solicitations.

Provide outcome analysis of annual fund campaigns through database reports and in consultation with bookkeeper.

Provide data and coordination for appeal preparation and printing. 

Monitor the annual scholarship activities schedule in consultation with the IAIA Associate Director and Director.

Provide staff and data support for contract employees.

Support other special events as needed.

Maintain records for all scholarship funds (annual and endowed) online and in Raiser’s Edge.

Assist the Associate Director as needed in providing donor/prospect research for staff and board members.

Reach Raiser’s Edge level of proficiency able to provide training and support for department staff. Serve as liaison for Raiser’s Edge/Blackbaud related issues.

Assist the OIA Director and Associate Director in monitoring the department’s budget expenditures using Financial Edge.

Collaborate with the Financial/Administrative Services department on the integration and reconciliation of gifts and gift transactions, and quarterly fund transfers.

In collaboration with Contract Bookkeeper, monitor the Foundation budget, financials and reports using QuickBooks.

Complete special projects as needed.

Perform related other duties as required.

Experience and Education

A bachelor’s degree in business administration or related field is preferred, with one year of experience related to database administration and/or support and donor relations. Understanding of accounting practices.

Required Skills, Knowledge, and Abilities

• Experience managing database software such as Blackbaud Raiser’s Edge, Salesforce, HubSpot, or comparable constituent relationship management (CRM) program.
• Experience using QuickBooks, MS Office and Adobe Acrobat.
• Experience using online payment systems, electronic banking, and managing bank correspondence. 
• Ability to work effectively with a wide range of groups, such as faculty, students, staff and volunteers, and board members to establish and maintain cooperative work relationships.
• Ability to prioritize and complete tasks accurately and in a timely manner. 
• Ability to work effectively in an environment which at times has periodic heavy workloads and conflicting or shifting priorities.
• Demonstrate compliance with all applicable and essential IAIA policies, processes and/or procedures.

Working Conditions

• Ability to receive, interpret and respond to information communicated in various forms (verbal, written, email).
• Requires attendance at planned and off-campus Advancement activities to include fundraising events, special events, photo sessions and other job-related venues.
• Work is generally performed in an office environment and at a desk.
• Ability to use a wide range of computer applications with proficiency.
• Ability to sit at a desk for extended periods of time.
• Ability to reach for, grasp and extend hand or arm in any direction as part of completing essential administrative/support tasks.
• Ability to effectively use a keyboard/computer for extended periods of time.
• Ability to lift and/or maneuver items weighing up to 30 pounds.
• Out-of-town travel for meetings and conferences may be required using a personal vehicle or company vehicle. 
• This description is a general statement of required essential functions and responsibilities performed on a regular or continuous basis. 
• The job description is not a contract for employment.