Administration Coordinator
jobs@art-newyork.org
520 8th Ave
NY 10018
Deadline
Posted
Full time / $55,000 annually / Alliance of Resident Theatres/New York / New York, NY
Classification// Regular Full-Time
Reports to // Daniella Benavides, Director of Internal Operations
Location and Schedule// This role will primarily work out of offices at 520Spaces and is expected to work on site. There may be some options for remote work which can be discussed. Standard work hours are Monday through Friday, 10am-6pm.
Key Relationships //Risa Shoup and Talia, Corren, Co-Executive Directors; ArtsFMS
Supervises // NA
Compensation// $55,000. Employer-provided benefits including health, dental and vision. Option to enroll in AFLAC, Commuter Benefits and a Retirement plan. Flexible paid time off policy.
Timeline // Tentative start date Oct 10, 2023
Requirements
Who You Are
We are looking for collaborators whose experience will add to the way we support our members deeper than just service level. We welcome authentic personalities of any kind. Ideally, you enjoy creative abrasion and rumbling with new ideas; you are excited to be of service to New York’s nonprofit theatrical community; and you are energized by the prospect of taking part in a highly transformative period in an organization’s evolution.
At A.R.T./New York, we strongly encourage individuals from historically underrepresented communities including people of color, trans/NB/GNC, women, and disabled people to apply for our openings. A.R.T./ New York strives to create a supportive work environment staffed by people who love the theatre, have a desire to support the field, and are committed to a just and diverse community in all its forms. A.R.T./ New York is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, military status, or any other characteristic protected by law.
How We Work
A.R.T./New York is currently undergoing a period of exciting transformation as we collectively create a new structure and collaborative work environment through a process that we hope can be a model for the field. We are beginning to build a workplace that values collective intelligence, and as a result have started to form more interdisciplinary teams that work across departments. As our work evolves, we are utilizing a number of tools to ideate and standardize our processes including:
Gmail: For email correspondence.
GCalendar: Part of the Gsuite where we organize our personal calendars as well as set up meetings internally and externally. We also utilize it to organize an All Staff calendar and Office Occupancy. It is vital for employees to keep their calendar up to date.
Slack: Used to communicate with one another remotely as well as share quick updates with the entire staff. Channels are created around teams and workflows in order to maintain transparency.
Google Drive: Used to store documents that are working drafts. Also a tool we use to collaboratively work on documents.
Box: to keep ourselves organized. This is where we store all of the files. Final drafts of working docs from Google Drive are saved here. There are plans to sunset Box and migrate all filing to Google Drive in October 2023
Airtable - a multi-use database that can function as a spreadsheet, calendar, and visual sharing tool. Each department will have at least one database to manage their calendars.
Asana: Used to organize departmental workflows and projects as well as collaborate interdepartmentally as needed.
1Password: Used to securely house sensitive information including but not limited to credit card numbers, login credentials and PIN information.
Acrobat Adobe: Used to view and edit PDFs and send documents for certified digital signature.
Ramp: Used to manage and code expenses, track department spends and allows for staff to have a physical company card or virtual one.
The Ideal Candidate
May be early-career, even entry-level. We welcome candidates at all levels of experience.
Is highly effective at communicating with colleagues, members, and other stakeholders, with the ability to provide support with patience, attentiveness, and a generous and understanding demeanor.
Is eager to work on a collaborative team, but able to work independently to complete tasks on an agreed upon timeframe.
Ability to manage multiple competing priorities and projects, working with varies collaborators. We encourage this role to ask questions, request clarification, and raise a flag when appropriate.
Comfortable with financial transactions and making updates to a budget
Is comfortable utilizing different platforms for project management (Such as those mentioned above) and if unfamiliar, excited and willing to learn.
As ART/NY remains in a time of transition we are seeking candidates comfortable with change who can adapt to an organization where roles and responsibilities may shift and change over time.
Is interested in learning about the core business functions of a non-profit, and, as such, is detail-oriented and takes a systems-minded approach to their work and problem solving.
Primary Responsibilities and Expectations
Distribute mail, receive deliveries, and order office supplies.
Make outgoing mail drop-offs and bank deposit runs
Provide direct scheduling support and meeting coordination and follow up for Co-Executive Directors and Director of Internal Operations
Keep the office and conference room tidy and take ownership over office appearance.
Ensure that any staff accessibility needs are met in the office.
Provide support for events for staff including but not limited to arranging refreshments, coordinating and scheduling the event, and being point of contact to external guests or facilitators.
Facilitate celebrations for the staff including birthdays, holidays, and special occasions.
Organize social outings for A.R.T./New York staff.
Track and maintain inventory of office supplies and other pertinent needs
Track and manage cleaning of office, as-needed
Ensure that staff have supplies that they need and collect any requests for additional supplies.
Prepare manual checks and submit invoices for payment to ArtsFMS
Source necessary tax documents such as W9’s from independent contractors as necessary.
Provide support to the Director of Internal Operations with finance tasks including, but not limited to, processing invoices, coding and submitting receipts, preparing and making bank deposits, and maintaining financial records
Communicate received checks such as funds from a grant or foundation, or membership dues to the correct department so that they can record and approve
Assist Financial Admin Team (ArtsFMS) and Executive Co-Directors with the annual audit which includes but is not limited to collecting documents, drafting letters, coordinating meetings between internal and external audit team.
Support Director of Internal Operations in ensuring that full and part time staff meet the legal requirements for Anti-Harassment Training.
Maintain and update the annual office holiday closure calendar and communicate reminders and automated messaging templates to the staff.
Will require airtable updating and managing
Track updates in expenses to the General Operations Budget and communicate these updates to the Internal Ops Team tracker; Updates also include meeting with the Director of Internal Operations quarterly to review the budget.
Review invoices and payments to contractors and vendors; work with ArtsFMS Accounting and submit with correct coding and send to the appropriate department for final approval.
Visit art-newyork.org for more information