Americans for the Arts

Operations Associate

US-NY-New York
2 weeks ago(1/5/2018 2:57 PM)
ID
2018-1072
# of Openings
1
Category
Operations
Close Date
1/19/2018

Overview

The Operations Associate performs general administrative work in support of the organizations human resources, meetings and events, contracting, internship program and office services functions of Americans for the Arts. The associate should possess strong skills in developing, maintaining, and improving organization and office-wide systems. The associate should have an eagerness to learn, prefer to work independently, be a self-starter and have an enthusiasm for the arts. The associate requires the highest degree of professionalism, poise and ability to treat sensitive materials confidentially. Attention to detail and ability to multifunction are critical. This position will be involved in every facet of the Operations Department’s work at Americans for the Arts and may also provide administrative support as directed by the Vice President of Operations.

Responsibilities

Responsibilities include, but are not limited to:

 

Human Resources
• Schedule and coordinate job interviews
• Manage the organization’s timekeeping system in ADP
• Manage the service and upkeep of our HRIS System (ADP) and support the Human Resources Manager in report generation
• Manage the service and upkeep of our recruitment tracking software (iCims) and train and support Hiring Managers and users as needed
• Maintain documents for internal posting on organization’s intranet to include staff contact information, organization chart, staff bios, emergency contact, etc.
• Distribute paychecks and pay stubs to NYC staff on a semi-monthly basis
• Coordinate semi-monthly timesheets reports
• Coordinate quarterly transit benefits and update the Human Resources Manager with any changes
• Conduct new hire orientation programs in timekeeping system, resources, and intranet for new employees and interns as needed
• Maintain and distribute Employee Handbook and anniversary gifts to NYC staff members
• Ensure that NYC office has up-to-date legal postings as required by applicable federal, state, and local laws
• Coordinate ASAE membership and its professional development programs for staff
• Coordinate in-house flu shot program for both offices
• Maintain HR portion of website


Office Services
• Support the day-to-day operations of the New York City office physical space including maintenance of the conference rooms, lighting, recycling, and general work spaces
• Procure, maintain, and organize all office space supplies to meet work demands of New York City staff
• Conduct selection and maintenance of all New York office equipment
• Act as primary liaison with building maintenance
• Serve as on-site technology liaison for New York office as related to telephones, computer equipment and internet connectivity
• Serve as finance liaison for New York office: initiate paperwork on all invoices sent to the New York office for its operation and manage New York office petty cash
• Co-manage off-site storage facility in collaboration with the Operations Coordinator, Washington, DC Office
• Co-manage the emergency planning procedures and training with the Operations Coordinator, Washington, DC Office
• Apply and secure Notary Public License from the New York Department of state
• Ensure that all office copiers, fax machines, and printers are stocked with paper and toner and are ready for use each morning
• Act as the secondary liaison to FedEx/Kinko’s, UPS, and Office Depot
• Run monthly reports on copiers and fax machines
• Assist with general office functions as required
• Annually update the New York Office Emergency Response Plan and Emergency supplies
• Obtain CPR Certification and serve as New York Office Floor Warden

Meetings and Events
• Function as logistics lead for BCA 10 annual gala. This includes vendor selection, staff travel, registration logistics, onsite vendor management, seating logistics and closing out the event (bill reconciliation, debrief, history maintenance, etc.)
• Function as seating logistics lead for the National Arts Awards annual gala. In addition, coordinate staff travel and onsite coordination with the Meetings and Events Associate.
• Coordinate staff housing, 3rd party authorization and bill reconciliation for all staff travel (non-meeting and event related)
• Facilitate department shipments for annual programs and coordinate distribution onsite
• Provide logistical support for assigned meetings and events (Annual Convention, National Arts Marketing Project Conference, etc.)
• Organize all NYC office specific social gatherings (monthly birthdays, lunches, farewells, etc.)
• Coordinate and organize the NYC office staff Christmas party

 

Contracting

• Work with all staff to ensure proper execution of all contracts and agreements

• Coordinate actions with internal procurement
• Report status of current contract processes

 

Internship Program
• Act as the primary liaison to New York City based interns
• Coordinate off-site visits and on-site professional development sessions for the internship program
• Represent Americans for the Arts at relevant internship fairs


General Support
• Provide support to the Vice President of the department to ensure that the department is well managed and organized to support organizational activities and goals
• Reconcile monthly credit card statements
• Help answer general reception phones when the receptionist is out of the office and on break
• Other projects as assigned by the Vice President

Qualifications

• Bachelor’s degree

• Strong PC skills including MS Office (Outlook, Word, Excel, PowerPoint), Internet research experience, a basic knowledge of any Content Management System (CMS) and basic PC troubleshooting
• Strong organizational skills and the ability to handle multiple projects
• Excellent written and oral communication skills
• Excellent customer service skills
• Ability to work with minimum supervision
• Ability to maintain good interpersonal relationships
• Ability to lift at least fifty pounds
• Some travel required
• A positive attitude and an earnest interest in providing good customer service to our members and partners
• A commitment to advancing the arts in America

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