Operations Associate

Position Description – Operations Associate
Part time (24 hours/week), non-exempt
$20 hr

About Snow City Arts
Snow City Arts (SCA) inspires and educates children and youth in hospitals through the arts. SCA provides one-on-one and small group instruction in the visual arts, creative writing, theater, music, dance, and media arts to patients at Rush University Children’s Hospital, Ann & Robert H. Lurie Children’s Hospital of Chicago, Northwestern Medicine Central DuPage Hospital, and Children’s Hospital University of Illinois. SCA’s curricula in arts education are steeped in studio practices and benchmarked on state and national learning standards. Student workshops are assessed and documented in a customized database and an extensive portfolio archive. SCA works in close partnership with Chicago Public Schools and suburban school districts. With permission, student’s learning outcomes and portfolios are sent to their schools in order to generate credit assignment for work completed with SCA. The SCA team includes a professional staff of 6; an artistic staff of 10 part-time Teaching Artists (TA’s); and numerous interns and volunteers.

SCA is a small but dedicated, efficient, and creative organization with broad reach. As a small, yet mighty organization, our team values an “all hands on deck” approach balanced with a commitment to wellness. The ideal candidate maintains the ability to respond to shifting priorities with enthusiasm and integrate into a role that supports multiple aspects of program development and operational sustainability. Snow City Arts is committed to generating a work environment that centers on learning, equity, and inclusivity. A cohort member of Enrich Chicago, SCA is committed to advancing systemic change in the arts and is building a vision and framework for anti-racist work across the organization.

Summary of position
The Operations Associate reports to the Program Director and manages a full portfolio across a wide variety of administrative responsibilities in support of the successful operations of SCA. This role will support organizational leadership as well as Auxiliary Board and Board Committees via scheduling, report collation and production, and taking meeting notes from time to time. This role has primary responsibility for monthly, quarterly, annual, and periodic data reporting and analysis.

The ideal candidate employs an asset-based approach to problem solving and is able to work both independently and as part of a cohesive team. Key skill sets include: strong organization and planning skills; ability to respond to shifting priorities; ability to support multiple aspects of organizational development and operational sustainability; ability to identify challenges and propose systems solutions, excellent attention to detail; capacity to build internal and external relationships; aptitude in working closely with people from various artistic and administrative backgrounds; strong verbal communication and writing skills with the ability to adjust communication style to accommodate multiple audiences; producing data reports and data organizing.

Programmatic Support
▪ Produce data reports monthly and on other schedules as requested; facilitate data organization.
▪ Collaborate in maintenance of HIPAA-compliant student database, artwork archive, and student/family permissions/consents/releases.
▪ Lead the production of school reports and support SCA’s academic advocacy for its students.
▪ Gain approval for, order, and manage the timely delivery/pick-up of art supplies and equipment across hospital campuses; support financial tracking and coding of supply purchases and accounts; occasionally move artwork and equipment weighing up to 50 pounds for various curricular and events needs.
▪ Via email and phone, correspond with Chicago Public Schools, public and private school administrators, and hospital teachers to confirm school credit assignment.
▪ Support timeclock for hourly staff and pre-stage payroll on a monthly basis.
▪ Support SCA Virtual Learning Initiatives including managing Consents and Releases, scheduling software, and data reporting (systems include DocuSign, Microsoft Teams, Acuity, Zoom, and Google Surveys/Sheets).
▪ Support future research initiatives.
▪ Schedule one-on-one tours with Teaching Artists in partner hospitals and manage related communication and preparation.

Organizational Support
▪ Support organizational leadership and Board Committees via scheduling, report collation and production, and taking meeting minutes from time to time.
▪ Serve as one of two team members responsible for facilitating bank deposits.
▪ Manage own credit card reconciliation monthly and also coordinate the Administrative Team’s monthly reconciliation process and transmit to the external bookkeeper.
▪ Work in collaboration with the Development Associate to track donor data and produce donor acknowledgement letters.
▪ Support printing, sale, framing and delivery of individual works of art.
▪ Support staff interactions at Governing Board, Auxiliary Board and Board Committees meetings and events.
▪ Manage administrative tasks and special projects as needed to ensure smooth operation of the organization.

Requirements

Priority Skills and Experience

The ideal candidate will have a combination of the following professional and personal qualities, skills, and characteristics. Snow City Arts will consider candidates who do not meet every single requirement.

● Demonstrates a commitment to supporting a culture of collaboration, cooperation, and accountability.
● Strong verbal communication and writing skills with the ability to adjust communication style to accommodate multiple audiences.
● Strong interest in non-profit administration, arts in health and/or arts education practices and procedures.
● Exceptional data management and computer skills including Microsoft and Google Drive suites.
● Inquiry-based orientation to problem solving and gathering information.
● Active listener with the ability to synthesize information and translate into action plans.
● Committed to developing an anti-oppressive work environment.
● Ability to navigate tense or challenging interpersonal dynamics in a manner that is centered on trust, respect
, and shared vision.
● Strong organization and planning skills with the ability to respond to shifting priorities and support multiple aspects of organizational development and operational sustainability.
● Demonstrates a commitment to continue to grow their critical analysis of anti-racist frameworks and practices.

Desired Skills and Experience
● Ability to manage and manipulate artwork files with proficiency in Adobe Creative Suite.
● Experience working directly with youth and families, especially youth and families who identify as ALAANA, queer or LGBTQI, newcomers, first-generation immigrants, and people with disabilities.
● Familiarity with the public school and arts education landscape of Chicago.
● Access to reliable transportation that allows for commuting to meetings throughout Chicago, as well as ability to transport artwork and supplies up to 50lbs.

Compensation and Benefits
This is a part-time, non-exempt position with some evening and weekend work required. The rate for this role is $20/hour. There are 16-24 paid days off annually split among vacation, sick, and holidays (depending on how the holidays fall in the calendar) and we offer a flexible, hybrid work environment. Employee retirement account with up to a 3% match from Snow City Arts.

Background Check and Health Records
A criminal background will not automatically eliminate you from consideration through a criminal history background check will be conducted on the final candidates prior to beginning employment. A variety of documentation (typically related to vaccines and annual tests, which are paid for by Snow City Arts) is required to meet the health documentation requirements of our hospital partners, including Covid vaccinations.

Snow City Arts is an equal opportunity employer. Snow City Arts is committed to building a culturally diverse and pluralistic team. ALAANA-identified individuals, trans and gender nonconforming people, people from poor and working class backgrounds and individuals with disabilities are encouraged to apply.