Job Posting: Operations Manager
Published: January 25, 2022
Position: Operations Manager
Reports to: Director of Finance and Operations
Location: Capitol Hill, Seattle, WA
Position type: Full-Time at 40 hours/week, Exempt
Salary: $46,000-$58,000 DOE
Benefits: Artist Trust prioritizes work/life balance, and self- and community- care. We offer 22 days of vacation and holiday time in the first year of employment, including 10 days accrued paid vacation, at least 10 paid holidays (including paid vacation from December 25-January 1), and 2 paid personal floating holidays; Artist Trust also offers accrued sick leave and family leave. Vacation accrual increases after the 1st and 4th year of employment, and four weeks of additional paid sabbatical is offered in the 7th year. We offer group medical, long-term disability, life insurance, and employer-matched retirement plan, professional development support for each staff member, and a flexible schedule and hours.
Overview of Position: We are looking for a detail-oriented systems-thinker passionate about supporting artists to join our team as Operations Manager! Working collaboratively across departments and with our Board of Trustees, the Operations Manager builds, maintains, and improves our organizational operations and internal processes. They provide key support for financial, data, website, and systems management, and serve as liaison and point of contact for the Artist Trust Board of Trustees, committees, and volunteers as needed. They will have the opportunity to lead and influence many key areas, including equitable reopening of our Seattle facility and in-person travel, human resources, work culture, technology, and more. The Operations Manager reports to the Director of Finance and Operations.
Ideal start date: Monday, March 14
About Artist Trust: Artist Trust is a nonprofit organization that supports working artists of all disciplines in Washington State. We fuel our funding and other programs for artists through fundraising, partnership, and community engagement. Recognized as a national model for direct funding and professional development for working artists, we have invested over $15 million in individual artists since our founding in 1986. At Artist Trust, all team members help shape our organization’s strategy and culture in a hard-working yet joyful environment. We view our mission through a lens of racial and geographic equity and are actively working to become an anti-racist organization and build a leaderful workplace. We invite you to learn more by visiting www.artisttrust.org.
Our Commitment to Racial Equity: Artist Trust is committed to racial equity throughout our organization, working against systems of racism and engaging in partnership with our Black, Indigenous, and people of color artist community to truly fulfill our mission to support all artists in Washington State. All staff and members of our board of trustees sign an annual commitment to anti-racism and are encouraged to regularly have discussions and share resources about racial equity, power, privilege, and positionally, and participate in trainings and race-based caucusing.
We lead with race because racial inequities are deep-rooted and persist in art support systems across the country. Race creates barriers to accessing resources and often intersects with other dimensions of artists’ identity, such as ability, age, citizenship, discipline, economic status, education, gender, geography, and sexuality. Our work towards racial equity informs how we address other inequities and helps us take a more intersectional approach.
Operations Manager Core Responsibilities:
Primary duties include but are not limited to:
Internal Information/Communication Systems
- Maintain Artist Trust’s SharePoint file server and work with staff teams to implement and improve file management.
- Works with team to create and manage annual organizational project calendar, staff and Board calendars and meeting schedules.
- Provide support for meetings and retreats, including planning, facilitation, scheduling, set-up/breakdown, and note-taking as needed.
- Lead transition to permanent hybrid work model, including researching and advising on best practices and policies.
Office, Technology, and Database Management
- Research and create plans for Artist Trust’s facility use, including equitable reopening, and serve as main contact for Capitol Hill office.
- Manage activities essential to the daily operations of Artist Trust’s virtual/remote and in person offices, including purchasing, inventory, scheduling, and maintenance of office and office equipment.
- Open, distribute, and/or respond to incoming mail and general email.
- Oversee vendor contracts and relations, maintenance of, and purchasing and ordering supplies for photocopier, postage machine, telephone systems, desktop and laptop computers, and software and network management.
- Manages outside consultants and contractors relating to Artist Trust operations and facilities, including IT, website, human resources, database, and maintenance.
- Leads Salesforce database and connected systems, providing encouragement, support, and training across teams, improving the efficiency of Artist Trust’s data management.
- Process accounts payable to ensure timely payment of vendors, grantees, and contractors.
- Prepare weekly deposits and accounts receivable, and track income and expenses in partnership with Director of Finance and Operations.
- Prepare for and assist with annual audit, 990, and budget processes with Director of Finance and Operations and Finance Committee.
- Support financial administration as needed, including tracking monthly leave, staff credit card receipts, and expense data-entry.
Board of Trustees, Staff, and Community Engagement
- Serve as the primary administrative coordinator of board and committee activities; plans meeting and event logistics, produce and distribute materials, maintain board web presence, board and committee distribution lists, and rosters, and coordinate new board member orientation.
- Attend and take the minutes of the board, Finance, and Executive committee meetings; coordinate all aspects of quarterly board meetings (2022 schedule: Saturday, Feb 26, May 16, Nov 19 on Zoom; Sept 16 to 19 in-person with travel required) and staff retreats (TBD); serves as volunteer manager and assists with logistics for meetings and events when needed.
- Manage human resource related activities including hiring process, on-boarding and exiting, annual performance evaluations, employee relations, and benefits administration.
- Develop and update employee handbook and organization-wide policies in collaboration with the staff leadership team to ensure alignment with anti-racist goals and a healthy workplace culture.
Organizational Culture, Racial Equity, and Strategy
- Meaningfully participate in staff, board, and committee meetings, caucus groups, organizational learning sessions, and other opportunities to shape our organizational culture and strategic direction.
- Grow and apply the skills and practices needed to create an inclusive organizational culture including (but not limited to): clear and kind communication, giving and receiving feedback, mutual accountability, and self-care and boundaries.
- Collaborate with staff in making key strategic decisions
- Support teams as needed
- Passion for supporting artists in communities throughout Washington State; personal or professional connection to Washington State artists and arts communities of any discipline a plus
- Deep commitment to racial equity and a willingness to view your work through an anti-oppression lens
- Solid computer, communication, presentation, writing, and project management skills
- Experience using non-profit database systems and CRMs, and a passion for learning new systems; direct experience with Salesforce a plus
- Experience with bookkeeping systems, accounts payable and receivable; direct experience with QuickBooks a plus
- Experience working within a small non-profit environment, including working with boards and volunteers
- Seeks, values, shares, and incorporates feedback; prioritizes (and enjoys!) teamwork and collaboration
- Resourcefulness, with the ability to navigate ambiguity, adapt to change, and anticipate opportunities
- Future availability for occasional statewide travel and evening/weekend meetings and events
How to apply:
To apply, please submit a cover letter and resume to firstname.lastname@example.org with the subject Operations Manager.
Hiring Process: Applications will be reviewed on a rolling basis. Applications submitted by February 11 will receive priority review. Our goal is to update all applicants by the end of February on the status of the hiring process. During the interview process, Artist Trust will request references and clearance for a background check. We appreciate your interest in the position, and invite your questions at email@example.com.
Current work environment: Artist Trust maintains a physical office in Seattle’s Capitol Hill Arts District. Our work happens in artist communities statewide. Our staff has worked remotely since March 2020. The Operations Manager will help us create plans and policies for a permanent hybrid virtual/ in-office workplace and inform future strategic use of our Capitol Hill office space. We welcome applicants from across Washington State who will be able to work with our team virtually, report to our Capitol Hill, Seattle office regularly, including on short notice when needed, with potential for future statewide travel or travel in the Seattle area for meetings and events.
Artist Trust requires all employees to be vaccinated against COVID-19. Providing proof of COVID-19 vaccine is a condition of employment. Staff may make requests for reasonable accommodation based on medical reasons or for sincerely held religious beliefs.
Artist Trust is an equal opportunity employer and complies with all EOE and ADA requirements. We are committed to employing a diverse workforce, and have a strong commitment to racial equity. People of color, transgender and gender non-conforming people, people with disabilities, and low-income people are encouraged to apply.