Oversee the day-to-day of business operations of NIAD Art Center. This includes maintaining all financial records, processing payroll, working with facility vendors for maintenance and repairs, CRM data input, greeting visitors and answering the telephone. The Office Manager reports to the Executive Director.
Duties and responsibilities
Maintain financial records using QuickBooks.
- Enter all accounts payable and receivables into QuickBooks. Pay accounts payable through either check or online payment methods. Invoice and track payments for account receivables. Input payroll into QuickBooks. Prepare monthly reports for ED and Board.
- Process 1099’s for applicable vendors in January.
- Process Sales Tax payments quarterly.
Process payroll utilizing Paystar, our payroll processing company.
- Bi-monthly, enter hours worked into payroll processing website.
- Ensure that accrued vacation/sick leave is accurate.
- Make payments to Vanguard for 403(b) accounts withholding.
- Manage intake of new employees.
Greet visitors, provide back-up for gallery and answer telephones.
- Greet visitors and monitor front door in a pleasant, professional manner
- Answer the telephone and direct calls to the appropriate person.
- If necessary, answer questions about gallery or gift store. Process sales.
CRM Database Management
- Input sales, donor and volunteer hours into Salesforce database.
- Run reports to process commissions for artists, track volunteer hours, and inventory numbers on sold pieces to share with appropriate staff.
- Monthly, run report to collect new emails of buyers or visitors and send to gallery/communication director.
Work with vendors to oversee maintenance and repairs.
- Monitor janitorial service, landscaping service and other vendors such as ADT, Golden Gate Fire, plumbers and electricians to assure facility is well maintained. If requested by ED, request quotes for scheduled work to ensure best pricing.
- Oversee ordering of supplies for printers/copiers, office, studio, and kitchen.
- Support Executive Director and other staff as needed.
- Perform other duties as requested
- 3+ years’ experience of office management, administration or related experience in a small business environment.
- Associates’ Degree or equivalent certificate preferred.
- Strong interpersonal skills with the ability to communicate effectively with all employees, clients, and community with patience, tact and diplomacy.
- Reliable and responsible.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Adaptable and enjoys being a problem solver.
- Knowledge of QuickBooks, CRM Databases, Microsoft Office and IT skills
- Fluent in Spanish
This is a full-time position with typical business hours, Monday – Friday, 8:00 – 4:30. Occasionally, the schedule may require weekend or evening hours. Work space is adjacent to an art studio with varying noise levels. Health care insurance, vacation and other benefits are provided after a probationary period.
Due to licensing requirements, no criminal record allowed. Must be able to pass a background fingerprint check and present a negative TB test prior to beginning work.
To apply, send cover letter, resume and references to email@example.com before July 27, 2018 with Office Manager Position in the subject line. You may also mail the above to NIAD Art Center, 551 23rd Street in Richmond, California 94804.
Our Executive Director is responsible for overseeing the administration, programs and strategic plan of the organization. Other key duties include fundraising, marketing, and community outreach. The position reports directly to the Board of Directors.
Duties and responsibilities
- Partner with the Board of Directors in developing and implementing a vision and strategic plan to guide the organization, including identifying and assessing internal and external opportunities and threats.
- Act as official spokesperson for the organization.
Operational planning and management
- Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organization.
- Oversee the efficient and effective day-to-day operation of the organization
- Review existing policies on an annual basis and recommend changes to the Board as appropriate.
Program planning and management
- Oversee the planning, implementation and evaluation of the organization’s programs and services.
- Ensure that the programs and services offered by the organization contribute to the organization’s mission and reflect the priorities of the Board.
Human resources planning and management
- Determine staffing requirements for organizational management and program delivery.
- Oversee the implementation of human resource policies, procedures and practices including the development of job descriptions for all staff.
- Recruit, hire, mentor, review, and discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate / legally defensible procedures.
Financial planning and management
- With input from staff and the Board Finance Committee, prepare and manage an annual budget and fund development plan, ensuring that the organization complies with all legal standards for taxation, payroll and audit.
- Partner with the Board to secure adequate funding for the operation of the organization.
- Provide the Board with comprehensive, regular reports on the revenue, expenditures and financial position of the organization.
- Identify changes in the arts and disability communities served by the organization.
- Represent the organization at community activities to enhance its community profile.
- Establish good working relationships and collaborative arrangements with community groups, funders, government officials, and other organizations to help achieve the goals of the organization.
- Identify and evaluate risks to property, finances, goodwill, image, and organization stakeholders (clients, staff, management, volunteers), and implement measures to control those risks.
- Ensure that the Board of Directors and the organization carries appropriate and adequate insurance coverage.
The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work.
- University degree in a related field, Master’s degree preferred.
- 3+ years of progressive management experience in a non-profit organization.
Knowledge, skills and abilities
- Knowledge of non-profit leadership, human resources, financial management, and best practices for working with the disability and arts communities.
- Proficiency in Microsoft Office, QuickBooks, and CRM databases.
Benefits and salary
This is a full-time salaried position with benefits that include health care, vacation, sick leave and a 403 b plan. Salary commensurate with experience and range begins at $70,000 per year. Relocation package not available.
To apply, andidates should email cover letter and resume to firstname.lastname@example.org by August 20, 2018. Please use the subject line: Executive Director’s Position. You may also mail in the above to 551 23rd Street in Richmond, California 94804. Interviews will commence in September with the goal of filling the position by the end of the year.