Office Manager

Office Manager

Location: San Francisco, CA

Type: Full Time

Min. Experience: Entry Level

JOB TITLE: Office Manager

DEPARTMENT: Administration

REPORTS TO: Director of Facilities & Security

STATUS: Non - Exempt

CLASSIFICATION: Regular, Full-time (Benefited, 37.5 hrs/wk)

SCHEDULE: Monday – Friday

ABOUT YBCA

Yerba Buena Center for the Arts (YBCA) is San Francisco’s center for art and progress. Opened to the public in 1993, YBCA was founded as the cultural anchor of San Francisco’s Yerba Buena Gardens neighborhood. Our work spans the realms of contemporary art, performance, film, civic engagement, and public life. By centering artists as essential to social and cultural movement, YBCA is reimagining the role an arts institution can play in the community it serves. Our mission is to generate culture that moves people. 

Mission: We generate culture that moves people.

Vision: A community that thrives on inspiration.

Values: The successful candidate will embody our organization’s core values.

Abundance: We operate from a place of strength, with a spirit of empathy and generosity.

Authentic Collaboration: We are engaged and interconnected.

Personal Agency: We are empowered and accountable.

Boldness: We create with courage and purpose

Position Overview

The Office Manager is a multi-faceted role that supports the daily operations of the Facilities department and office staff, and also provides assistance to the Chief of Raffle Operations as needed.  The successful Office Manager will be an enthusiastic, organized person, committed to quality and customer service, who excels at and enjoys keeping YBCA running smoothly.  

Responsibilities

Facilities

• Attend Facilities meetings, interdepartmental meetings, and Safety Committee meetings; take notes and follow-up on action items. Work with Facilities staff to resolve issues on site, contacting and scheduling vendors. Plan and schedule janitorial and other requests for events. Create event information sheets for janitorial staff for special events.

• Process Nexonia credit card charges monthly.   Process and code invoices for the Finance department. Maintain a clean and organized kitchen area, and a well-maintained copier/supply room. Order supplies and troubleshoot equipment with Facilities staff; contact vendors as needed for repairs and support. Assist in the creation and implementation of building policies and procedures. Maintain organizational and office seating charts.

Raffle Operations

• Input raffle forms into a custom database.  Process credit card orders as required.  Monitor the customer service phone line and respond to caller questions and issues. Prepare bank deposits and work with Finance department staff to send tax forms to prize winners. Other duties as assigned.

QUALIFICATIONS

• Minimum 2 years of related experience in administrative roles.    Facilities administrative experience preferred.  Experience / interest in working in a non-profit, arts or arts-related organization desired.   Self-motivated, proactive, detail-oriented, with the ability to work independently, collaborate and follow through with projects. Strong organizational skills Effective written and verbal communication skills. High level of interpersonal skills and judgment to handle sensitive and confidential information. Demonstrated ability to work well with people of diverse backgrounds and roles. Ability to prioritize assignments and work under the pressure of tight deadlines. Proficiency with Windows and Macintosh platforms, G-Suite (Gmail, calendar, and google drive), Excel, MS Word) required; database knowledge, Asana, Nexonia, Expensify, USI or other database a plus. Familiarity and ability to troubleshoot fax, postage, and copy machines.

BENEFITS

PTO, Holiday Pay, Medical, Dental, Vision, Flexible Spending Accounts, Group Life and AD&D Insurance, Long Term Disability Insurance, Voluntary Life and AD&D, Employee Assistance Program, Travel Assistance, paid time off to volunteer, and ability to participate in the 403(b) Retirement Plan with match.

EQUAL OPPORTUNITY EMPLOYER

Yerba Buena Center for the Arts (YBCA) is committed to diversity in its programming and in creating a work culture and environment that is reflective of San Francisco Bay Area demography. The Center encourages and actively recruits applicants representing dimensions of difference that include — but are not limited to — age, national origin, ethnicity, race, religion, ability, sexual orientation, gender or political affiliation.

YBCA will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

HEALTH AND SAFETY

At YBCA, we continue to prioritize the health and wellbeing of our employees and candidates. All interviews will be conducted remotely via phone or video conference while YBCA complies with local and state health ordinances. Please note that this position may perform some work remotely and on site responsibilities. 

APPLICATION STATUS

Hello and thank you for taking the time to apply and let us know that you are interested in joining our team at YBCA. After you apply, you will receive a confirmation email to let you know that your resume has been received. Rest assured, a member of our recruiting team will personally review your application. If you are a potential match for one of our open positions, we will be in touch. If there is not a match right now, we will keep your resume on file for future opportunities. In the meantime, please connect with us on social media @YBCA to learn more about us. Thank you for your time and we wish you the best on your job search. 

Agencies and Recruiting Firms: Please note that we will only review applications submitted directly by candidates and do not accept resumes or pay fees to third parties. Any unsolicited resumes received will be considered the property of YBCA.