OPERATIONS ASSISTANT

Deadline: 
Monday, January 25, 2021


The Operations Assistant carries out administrative and support tasks to ensure the organization runs smoothly. Tasks include doing basic bookkeeping, errands, and administrative activities. Root Division staff and its core 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: Supports the coordination and maintenance of Root Division’s administrative functions

• Monitor emails, postal mail, and calls/ voicemail*
• Prepare documents, contracts, and correspondence
• Maintain organization of digital and hardcopy files
• Maintain contact records in CIVI CRM database
• Support set-up and staffing of meetings, tours, events, and other programs*
• Assist day-to-day operations, including customer service, reception*, supply orders, and errands
• Work with Executive Director, board, and other staff to maintain a positive, efficient work environment


FINANCIAL: Supports financial functions and record keeping in close coordination with the Executive Director

• Track accounts payable and receivable; Make deposits, monitor invoices, and draft payments
• Work weekly on data entry into QuickBooks
• Maintain data consistency between CIVI CRM and QuickBooks


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

• Support development activities and record-keeping, including data collection for grant-writing/ reports
• Assist in coordination of major fundraisers (TASTE/ Art Auction) and donor events.*
• Support thriving Studios Program via oversight of service hours and contracts
• Support on-boarding process for new artists, interns/volunteers, and Board Members
• Support upkeep of inventory, storage, and public areas*

* Note: Due to the Shelter-in-Place mandate, the staff is all primarily working remotely. This includes hosting meetings, classes, and events virtually. While most of this role can currently be done remotely, it does require some tasks and errands at and in proximity to the facility. Once the mandate is lifted, this role will also be integral in supporting a phased and safe re-opening effort.


QUALIFICATIONS:

Minimum:
• Bachelor’s degree (or 2 years of equivalent/ related work experience)
• Proven skills in office administration
• Strong organizational skills and attention to detail
• Sensitivity to and understanding of the needs and interests of artists and a diverse audience

Preferred:
• Working knowledge of QuickBooks, G Suite (Google docs & spreadsheets), and Microsoft Office (Word & Excel)
• Strong computer skills, including experience using Google Drive and Dropbox
• 2 years of equivalent/ related work experience
• Strong communication skills, both written and oral
• Valid Driver’s License

Beneficial:
• Bachelor’s degree in non-profit/ arts administration or arts related field
• Database experience, specifically with CIVI CRM
• IT knowledge/ experience including but not limited to: hardware (Mac), design software (Adobe CS), HTML, WordPress
• Experience with and understanding of non-profit accounting
• Grant writing / fundraising experience
• Access to a vehicle or other reliable transportation for errands and offsite tasks

Other Considerations:
• Has a strong interest in learning and being productive; Works well with checklists and spreadsheets.
• 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 .50 FTE part time position (~20 hours/ week), which requires at least three weekdays as well as occasional evenings and weekends, including 2nd Saturdays and fundraising/ special events. Compensation is commensurate with experience, and includes base wage ($18-$22/hr), paid time off, holidays & office closures (15+ days), and access to free art classes and professional development activities. Position has potential to grow into a larger role (i.e. Coordinator, Manager) based on experience and ability to learn new skills. Root Division is an Equal Opportunity Employer and encourages diversity on our staff team, governing groups, and artist community.

Applications received by January 25, 2021 will be given priority consideration.

Projected start date: February 16, 2021 (with paid training starting as early as February 3, 2021).

* Note: Due to the Shelter-in-Place mandate, the staff is all primarily working remotely. This includes hosting meetings, classes, and events virtually. While most of this role can currently be done remotely, it does require some tasks and errands at and in proximity to the facility. Once the mandate is lifted, this role will also be integral in supporting a phased and safe re-opening effort.


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