Operations Coordinator

Alliance of Resident Theatres

520 8th Ave
NY 10018


Aug 28, 2023


Jul 19, 2023

Full time / $55,000 annually / Alliance of Resident Theatres/New York / New York, NY

POSITION// Operations Coordinator
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


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 interested in learning about the core business functions of a non-profit. Will assist in building out workflows and systems in order to create a more efficient and collaborative workplace. As such, we seek someone who is very detail oriented.
Enjoys macro-level big picture strategic thinking while executing micro-level detailed tasks.
Is attentive to detail with the ability to organize their task management and provide consistent follow through.
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.
Possesses a commitment to diversity, equity, and inclusion and will bring that commitment into every meeting.
Is comfortable utilizing different platforms for project management (Such as those mentioned above) and if unfamiliar, excited and willing to learn.
Is not intimidated to learn new things and feels comfortable learning quickly and on their feet.
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.

Systems and Technology
Support with maintaining administration of workflow tools including, but not limited to, Airtable, 1Password, Asana and Slack.
Assist staff with workflow issues with a variety of platforms and provide them with the additional resources necessary.
Assist with monitoring the Hiring Base as well as incoming job applications as needed.
Provide support with the on-boarding process for new employees.
Execute for signature final letters of agreement to independent contractors.
Point of Contact for our Technology Support Team, Bell Tech.
Organize regular trainings on our systems for staff as needed

Human Resources
When hiring staff correspond with applicants to coordinate interviews, collection of materials and fulfill any needs/requests in order to make the process equitable and accessible .
Oversee the hiring process and work with hiring managers to reach deadlines for acquiring new staff
Maintain the account and field questions or requests made, especially during a hiring process.
Post open positions on job boards as requested by the Manager of Internal Operations while monitoring spend and ensuring no overages.
Coordinate and execute onboarding and offboarding materials and resources for incoming and outgoing staff including but not limited to tax documents and offer and termination letters.
Help lead new hires throughout onboarding process and introduce orientation process to ARTNY systems and ADP TotalSource
Assist the Director of Internal Operations with annual performance review cycles for Full and Part Time staff

Manage input of data across a number of platforms and teams. A.R.T./New York houses data pertaining to memberships (MemberClicks), rentals (Momentus), fundraising (DonorPro), and activity (AirTable). In the coming year, this role will be supportive of maintaining and improving our data capture practices, and collaborating with select colleagues to explore data migration.
Support any/all departments in coordinating, updating, tracking and inputting data.
Provide support to external consultants on data related projects as needed

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