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Operations Manager

Employer
Palo Alto Art Center Foundation
Location
Palo Alto, California
Salary
$75,000-$85,000 FTE of .875, commensurate with background and experience.
Closing date
Apr 7, 2024

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The 30-hour Operations Manager is responsible for overseeing and executing all financial and administrative functions at the Palo Alto Art Center Foundation. This includes office management, budget management and tracking, human resources, policy and procedure development, procurement and vendor management, grants administration, as well as event support. The Operations Manager collaborates closely with the Foundation Director of Development and staff, the Art Center Director and staff, Foundation contractors, volunteers, and the Board of Directors. This position offers an exciting opportunity for a proactive and self-starting professional to develop, maintain, and improve systems and processes that enhance the efficiency, success, and impact of the Palo Alto Art Center Foundation. This 30 hour/week position reports to the Palo Alto Art Center Foundation Director of Development. 

Responsibilities:

Organizational Development and Planning-10%

  • Work closely with the Art Center Director and Foundation Director of Development to develop and implement an annual Work Plan for the Foundation that is aligned to its Strategic Framework.
  • Track and provide updates on the progress of the Work Plan progress to relevant stakeholders.

 Financial and Legal Administration – 40%

  • In concert with the Board of Directors and legal counsel, maintain policies and procedures (and develop new ones as needed) for fiscal oversight, risk management, and contract and legal compliance.
  • Develop and monitor the Foundation’s annual operating budget in collaboration with Program staff, Art Center Director, and Finance Committee.
  • Oversee Foundation accounting systems via Concur Solutions Expense and Invoice platform, generate reports as needed.
  • Implement and maintain cash handling and credit card procedures.
  • Maintain accurate financial records including current bank statements, account access.
  • Process accounts receivable, including the acceptance and processing of all gifts and in-kind donations.
  • Process accounts payable, including all vendor payments and printing checks and coordinating their distribution.
  • Manage regular banking deposits.
  • Work with a contract accounting firm on the Foundation’s monthly financial statements and review for accuracy.
  • Prepare expense reports and manage petty cash and reimbursements.
  • Oversee insurance policies and renewals for the Foundation.
  • Manage and maintain all Foundation filing and storage systems.

Human Resources – 15%

  • In concert with the Director of Development, delegate projects and supervise summer interns and volunteers, ensuring regular monitoring of progress through weekly assessments.
  • Maintain and uphold compliance with human resources policies and procedures, working in cooperation with HR support agency).
  • Administer payroll processes, including calculating employee wages, verifying hours worked, processing deductions, and ensuring accurate and timely disbursement of payroll in accordance with company policies and regulations. Coordinate and oversee employee benefit programs, including health insurance, retirement plans, and other fringe benefits.

  Database Management – 15%

  • Oversee and maintain the Foundation database (Salesforce) using and developing reports as needed.
  • Assist with ongoing database refinement, updates, and data updates, working with consultants as needed.
  • Work in role as Salesforce super user and champion by ensuring that relevant and useful donor data is collected, recorded and analyzed on a regular basis in support of the Foundation’s Work Plan.

 Grants Administration – 5%

  • Work with the Art Center Director to meet requirements for institutional support, including assisting in the tracking, recording, and successful submission of grant reporting documents. Generate financial reporting documents for grant reporting requirements.

 Event Support – 15%

  • Provide event support to Foundation staff, including budget tracking and working to determine event ROI.
  • Assist with event logistics, as necessary.

Skills and Abilities:

  • An organized, systems-oriented professional with strong analytical abilities.
  • Strong project management skills.
  • Creative problem-solving and a can-do attitude, along with a successful ability to multitask.
  • Ability to think strategically, but also work tactically—maintaining attention to detail while maintaining a broad perspective.
  • Demonstrated ability with databases, Salesforce preferred.
  • Strong writing abilities and editing strength.
  • A commitment to collaborative working processes and building and maintaining strong professional relationships with colleagues, volunteers, and donors.
  • An interest in the arts and the role of arts organizations in supporting them.
  • An interest in making a major impact at a small nonprofit organization, to build and maintain systems and processes that will have a profound impact on organizational success.

Knowledge and Experience:

Bachelor’s degree required. At least four years of experience in a business operations role for a nonprofit organization. Financial experience required. QuickBooks proficiency.

Salary range:

$75,000-$85,000 FTE of .875, commensurate with background and experience. Benefits include medical and dental insurance, matching 403b, and generous PTO. 

Working Environment:

This position will involve working in a lively open workspace environment. The Art Center Foundation and Art Center operate as small organizations and staff maintain a positive, can-do attitude, and a willingness to step in and contribute where needed. Work-from-home and flexible scheduling are accommodated. 

About the Palo Alto Art Center and Palo Alto Art Center Foundation                                                                                                                                                                 

The Palo Alto Art Center is your place to see and make art, activate your creativity, and expand your community. Created in 1971—by the community, for the community— the Palo Alto Art Center provides an accessible and welcoming place to engage with art. We engage approximately 150,000 people every year through a diverse range of programs, including free-admission exhibitions, classes and workshops for all ages, school programs, and special events throughout the year. The Palo Alto Art Center Foundation was established in 1973 to increase the reach and impact of the Palo Alto Art Center through fundraising and advocacy. Our staff work toward a vision in which art is embedded in the community, a part of everyday life. 

Our Values:

  • Art is essential for individual and community vitality.
  • Seeing and making art is transformative.
  • Respect for one another builds greater understanding, stronger relationships, and community.
  • Creativity and innovation inform our public offerings, thinking, and work as an organization.
  • Collaborative partnerships and practices are essential for fostering a more interrelated, vibrant City.

Palo Alto Art Center Foundation is an equal opportunity employer committed to maintaining a non-discriminatory work environment. All qualified applicants will receive equal consideration for employment, regardless of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We are committed to creating a dynamic work environment that values diversity, inclusion, respect, integrity, innovation, and excellence in service to our members and the community.

 

 

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