Administrative Associate at SAL / Employment
July 2, 2023
Organization Name: Seattle Arts & Lectures
Organization Location: Seattle, WA
The Administrative Associate is a new position that will support the growing staff and operations of the organization through administrative and financial activities that intersect with various departments. This position will directly support the Finance & Operations Director (FOD) with the financial activities and human resources functions of the organization, will support the Executive Director (ED) as well as Board of Directors by providing executive assistance and administrative support, and will help support all SAL programs and staff by managing and maintaining the shared office space, supplies, equipment, and financial and data systems.
INCLUSION, DIVERSITY, EQUITY, & ACCESS:
All staff actively participate in SAL’s ongoing efforts to become an anti-racist organization and embody an organizational culture that supports and reinforces our inclusion, diversity, equity, & access goals. Our 2020-24 Strategic Plan and SAL’s Equity Accountability Reports are available on the SAL website under “About.” This commitment and understanding should be demonstrated throughout the performance of the Administrative Associate’s job responsibilities and staff activities.
Finance & Accounting (30%)
Process accounts payable to ensure timely payment of vendors and contractors.
Process and track accounts receivable and work with FOD, bookkeeper, & other departments to ensure timely billing and payments.
Prepare weekly deposits and track income and expenses in partnership with FOD.
Assist FOD with developing and managing the annual budget; producing financial reports; responding to internal and external financial inquiries; and providing information needed to prepare the 990, such as collecting vendor W-9 forms.
Monitor credit card and expense reimbursement charges; collect and file staff receipts.
Support financial administration as needed, including staff credit card receipts, Quickbooks & PatronManager reconciliations, credit card settlement reports, and expense data-entry.
Provide staff with financial data necessary for short- and long-term decision making.
Executive Director & Board of Directors (25%)
Serve as the primary administrative coordinator of board and committee activities; support meeting and event logistics; produce and distribute materials such as the board handbook or PowerPoint presentations, maintain board web presence, board and committee distribution lists, and rosters; and coordinate new board member orientations.
Attend and take the minutes of the board, Finance, and Governance committee meetings.
Support the Executive Director in scheduling meetings with donors and other external stakeholders.
Take on special projects and other tasks as assigned.
Office Support (20%)
Manage activities essential to the daily operations of SAL’s office, including purchasing, inventory, scheduling, and maintenance of office, supplies, and office equipment. Includes researching options for major purchases.
Interface with outside consultants and contractors relating to SAL operations and facilities, including IT, website, database, and building maintenance.
Ensure that SAL remains in legal compliance by submitting annual local, state, and federal filings and keeping appropriate records.
Handle general administrative duties including scheduling and supporting staff meetings, drafting emails, managing mailings, preparing reports, data entry, and maintaining appropriate filing systems.
Serves as a PatronManager Super Admin, providing encouragement, support, and training across teams, working on upgrades and changes to the system, and improving the efficiency of SAL’s data management.
Supports teams by removing redundancies and improving and systematizing operations as needed.
Open, distribute, and/or respond to incoming mail.
Human Resources (15%)
Support hiring processes by posting job announcements, scheduling interviews, and coordinating with the hiring committee.
Manage human resource related activities including onboarding and exiting, annual performance evaluations, employee relations, and benefits administration.
Keep employee handbook up-to-date and organization-wide policies current in collaboration with the staff leadership team to ensure alignment with anti-racist goals and a healthy workplace culture.
Help with onboarding new staff members by working with Directors to create onboarding plans, scheduling introductory one-on-ones, and ensuring that new staff are supported.
Create timesheets for nonexempt employees and train staff on their use.
Develop systems, policies, and procedures for managing interns and volunteers.
Support Public Programs, Youth Programs, and Development teams at events.
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.
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