The Programs and Operations Manager at Baxter St will provide general support for all activities and programs and serve as key support staff to the Director. The ideal candidate is experienced in handling a range of programmatic and financial tasks, administrative, and executive support-related tasks as well as assisting the Director in managing the programs and the day-to-day operations of running a non-profit arts organization.
Oversee and prepare all programming including exhibitions, conversations series, workspace residency, viewing rooms, video series and special events
Organize and oversee member and intern events (annual member meeting, Member gatherings, Member Critique nights)
Assist with special events (annual auction, benefit, cultivation events, etc …)
Organize and assist the management of the internship team. Tasks include scheduling and overseeing intern duties
General office assistance including back-up receptionist duties, processing mail, and facilitating all correspondence including responding to all email accounts and phone calls
Oversee communication marketing, email blasts, and website updates
Maintain and support social media consultant and web developer
Front of house duties at openings and events as needed; includes some evenings and weekends (for development as well)
Process donations, including acknowledgments
Maintain donor and membership information in database
Manage reception and cultivation event invitations, lists, vendor contracts, and RSVPs
Maintain paper and electronic files and assists with assembling materials
Help track audience for grant proposals, reports, and other projects as needed
Assist with grant writing narratives and follow up
Maintain the membership base (correspondence with members and tracking membership, scheduling scanner usage)
Take notes at meetings and maintain a master task list
Operations and Administrative:
Perform all general day to day administrative and financial tasks - general business administration
Assist in preparing and gathering information about programs for grant proposals and applications.
Generate invoices and budgets for Baxter St’s exhibitions, programs and events.
Develop and maintain filing systems for all administrative and program information, in digital as well as print form.
Manage Baxter St’s fundraising/contact management database.
Assure all gifts made by individuals, foundations, corporations, and other ones are recorded properly.
Administer Baxter St’s donor benefit program and prepare acknowledgements and receipts for all contributions in a timely and accurate manner.
Assist in coordinating with Baxter St’s vendors and business partners (landlords, insurers, vendors, and contractors). Serve as staff liaison to these partners when appropriate.
Place orders/obtain supplies as needed. Maintain all records and correspondence pertaining to this activity.
Participate with other Baxter St staff in proactive management of the annual program calendar, helping ensure that marketing and publicity, funding proposals, and all other support activities are well coordinated with exhibitions and programs.
Prepare materials as requested for board meetings, exhibition and applications, annual awards program, and other Baxter St activities
Assist with Baxter St’s intern and volunteer programs by corresponding with, orienting, scheduling, and providing other types of support to new and ongoing volunteers.
Assist in coordinating Baxter St’s fundraising and general gallery events, especially in regards to financial matters.
Generate other correspondence related to fundraising, administrative and program matters.
Manage all Baxter St’s artwork sales.
- Perform other support functions and duties as required with the start up of the Baxter St Cafe.
Professional Skills and Qualifications:
Several years administrative and finance experience. Prior experience in nonprofit work preferred
Highly proficient with Microsoft Office applications
Experience working with databases in an office, client management, or fundraising environment
Demonstrated ability to establish and administer filing systems, both digital and paper
Excellent written and oral communication skills
Individual initiative and ability to work autonomously as well as ability to be an effective, contributing member of a small staff
Comfortable working in an office environment that changes regularly based on exhibitions
Comfortable working with new people
Ability to set priorities and complete tasks on me and in an efficient manner
Passion in Baxter St’s work and mission
Core Competency Requirements:
Solid integrity and devotion to team efforts;
Ability to manage multiple tasks and exceptional organizational skills;
Proactive approach, flexibility, and positive, can-do atude;
Ability to learn new procedures on the job without formal training;
Excellent interpersonal skills and attention to detail;
Demonstrated ability to meet deadlines and quality expectations, willingness to push limits of existing abilities of the department to meet changing needs;
Ability to work calmly within a fast-paced environment.
Highly organized with superb attention to detail;
Resourceful and creative problem-solver;
Demonstrated ability to manage and meet deadlines;
Consummate relationship building skills within and outside the organization;
Must be able to work in a highly entrepreneurial environment;
Sensitivity to and understanding of the diverse backgrounds of the community;
Sense of humor