Tuesday, June 2, 2015

Like the Arts and Recently Graduated? This Operations Associate Position May Be Right for You!

SCOPE:

The Operations Associate is responsible for providing support to ensure the most efficient operations of the Washington DC office of Americans for the Arts. The associate should possess strong skills in developing, maintaining, and improving organization and office-wide systems as well as leading all logistical and programmatic aspects of our internship program. The associate should have an eagerness to learn, prefer to work independently, 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 include, but are not limited to:

Office Services:
• Support the day-to-day operations of the Washington, DC office physical space including maintenance of the conference rooms, kitchens, lighting, recycling, and general work spaces
• Procure, maintain, and organize all office space supplies to meet work demands of Washington, DC staff
• Conduct selection and maintenance of all office equipment
• Act as primary liaison with building maintenance
• Manage internal controls and system security to reasonably ensure the safeguarding of all of Americans for the Arts’ assets
• Co-manage off-site storage facility in conjunction with the Operations Associate, New York Office
• Co-manage the emergency planning procedures and training with the Operations Associate, New York Office
• 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 primary liaison to FedEx/Kinko’s, UPS, and Office Depot
• Run monthly reports on fax and postage machines
• Send the weekly report to all staff at the end of every week and prepare the next week’s report document for staff to edit 

Internship Program:
• Act as the primary coordinator for the Americans for the Arts internship program
• Plan the yearly internship timeline for the fall, spring, and summer semesters, work with department heads and supervisors to determine recruitment needs for the year, and plan the internship program budget accordingly
• Facilitate the recruitment of interns, including posting jobs to various job boards and universities, sending potential candidates to supervisors for the review and approval, and preparing offer letters and paperwork required to ensure the legal hire of new interns
• Coordinate with the Vice President of Operations and the IT team to determine seating charts and tech setups for interns prior to the beginning of a semester
• Plan and conduct an orientation day for all incoming interns
• Work with the Human Resources Manager to ensure incoming interns are setup in the payroll system and to process intern timesheets every pay period
• Serve as the primary support to address any unexpected challenges between interns and supervisors
• Lead regularly reoccurring meetings with intern supervisors to discuss upcoming important dates (recruitment deadlines, orientation, end-of-semester, etc.), answer any outstanding questions, and facilitate group discussions about overcoming challenges and improving the program
• Coordinate off-site visits and on-site professional development sessions for the internship program
• Represent Americans for the Arts at relevant internship fairs

Human Resources:
• Distribute paychecks and pay stubs to Washington, DC staff on a semi-monthly basis
• Ensure that the Washington, DC office has up-to-date legal postings as required by applicable federal, state, and local laws
• Coordinate the logistics for short-term temporary help with internal staff and external agencies
• Maintain and distribute anniversary gifts to Washington, DC staff members
• Coordinate lunches with President and CEO
• Maintain staff and intern records in Netforum

Meetings and Events:
• Coordinate group shipments for off-site meetings and events
• Store and maintain items shared by multiple departments for use offsite, such as backdrops, offsite printers
• Organize all Washington DC office specific social gatherings (monthly birthdays, lunches, farewells, etc.)
• Provide logistical support for events, as assigned

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
• Act as the primary backup person for answering general reception phones and schedule staff for back-up of reception desk when receptionist is out of the office

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 skills
• Ability to research and troubleshoot basic office equipment (copy machine, printers, postage machine, etc.) issues
• Strong organizational skills and the ability to handle multiple projects self-sufficiently
• 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