Monday, September 30, 2019

The Operations Assistant carries out administrative and support tasks to ensure the office and organization run smoothly on a daily basis. Tasks include doing basic bookkeeping, administrative, and IT-related activities. Root Division staff and core of volunteers operate as a team, interacting with each other often, so that the organization provides a unified schedule of creative learning opportunities and experiences for artists and the greater community. This role offers an exciting opportunity for someone motivated to work and learn in a unique and dynamic non-profit arts environment.

ADMINISTRATIVE: Coordinates and maintains all of Root Division’s administrative support functions.

· Prepare contracts, documents, and correspondence; maintain updated policies and procedures
· Maintain organization of digital and hardcopy files
· Maintain updated contact records in CIVI CRM contact database
· Support scheduling and calendar maintenance
· Screen calls, emails, and postal mail; Correspond accordingly
· Support set-up of meetings, tours, events, and other programs
· Work with Executive Director, board, and other staff to maintain a positive, efficient work environment
· Assist in day-to-day operations of the organization and programs, including gallery support, admin, and other duties
· Perform customer service duties

FINANCIAL: Manages financial data including income/ expenses and accounts payable/ receivable in close coordination with the Executive Director.

· Track accounts payable and receivable; Make deposits, monitor invoices, and draft payments
· Assist in overseeing budgets for programs and projects; Monitor spending and alignment to budgets
· Work weekly in QuickBooks to enter related data; Generate monthly updates/ reports
· Maintain data consistency between CIVI database, financial accounts, and QuickBooks record-keeping

DEVELOPMENT & ORGANIZATIONAL SUPPORT: Provides support in sustaining a thriving, dynamic organization

· Support donor contact management/ correspondence and data collection for grant-writing/ reports
· Help coordinate major fundraising events (TASTE/ Art Auction*); Support any additional events as needed
· Support recruitment and onboarding of interns/volunteers; Manage interns and related projects as needed
· Support coordination of thriving Studios Program via oversight of service hours and contract requirements
· Provide basic IT trouble-shooting and support as needed
· Monitor and replenish supplies as needed; Support organization and upkeep of supplies/ storage/ public areas
· Miscellaneous program support including reception, meeting prep/ set-up, and errands.

* Note: Root Division’s major fundraising event (Art Auction 2019) is on Thursday, October 24, so the team is exceptionally busy in October. Please take this into consideration for timing of the application and selection process.


• Bachelor’s degree (or 2 years of equivalent/ related work experience)
• Proven skills in office management/ administration
• Strong organizational skills

• Working knowledge of QuickBooks, G Suite (Google docs & spreadsheets), and Microsoft Office (Word & Excel)
• Organized and detail-oriented
• Strong computer skills, including experience using Google Drive and Dropbox
• 2 years of equivalent/ related work experience
• Strong communication skills

• Bachelor’s degree in non-profit/ arts administration or arts related field
• Sensitivity to and understanding of the needs and interests of artists and a diverse audience
• Valid CA Driver’s License
• Experience with and understanding of non-profit accounting
• IT knowledge/ experience including but not limited to: hardware (Mac), design software (Adobe CS), HTML, Drupal
• Database experience, specifically with CIVI CRM
• Grant writing / fundraising experience

Other Considerations:
• Has a strong interest in learning and being productive
• Shows personal initiative and ability to work as a member of a team in a creative, fast-paced environment
• Has a strong proven record for the ability to meet deadlines, being organized, and being detail-oriented
• Has an overall positive attitude and ability to work with various constituencies of all ages & from a wide variety of backgrounds, including students, artists, curators, administrators, and supporters of the organization

This is a .70 FTE part time position (~28 hours/ week), which requires at least four days onsite as well as occasional evenings and weekends, including 2nd Saturdays and fundraising/ special events. Compensation is commensurate with experience, and includes base wage/ salary ($18-$22/ hr / $26K-$32K annually), paid time off, holidays & office closures (15+ days), and access to free art classes and professional development activities. Position has potential to grow into full-time role based on experience and ability to learn new skills. Root Division is an Equal Opportunity Employer and encourages diversity.

Applications received by September 30, 2019 will be given priority consideration.

Projected start date: November 1, 2019 (with paid training starting October 28, 2019).

* Note: Root Division’s major fundraising event (Art Auction 2019) is on Thursday, October 24, so the team is exceptionally busy in October. Please take this into consideration for timing of the application and selection process.

To apply:
Please send an email to Michelle Mansour, Executive Director to employment@rootdivision.org with the following:
- Subject: Attn: Operations Assistant Search- Your Last Name
- Contact Info: Name, Email, Address, Phone, and website (if applicable)
- Clear and concise 1-page cover letter attached as PDF
- Recent CV/ Resume attached as PDF
- 3 References: Contact Name, Title, Phone, Email