Mike Kelley Foundation for the Arts : Office Manager

DEPARTMENT: Administration

STATUS: Full-time, Exempt

REPORTS TO: Executive Director, Head of Operations

SUPERVISES: Administration assistants, contractors, interns as needed

STARTS: Immediately

 

POSITION SUMMARY

The Mike Kelley Foundation for the Arts (MKF) furthers Mike Kelley’s philanthropic work and honors his legacy through grants for innovative projects that reflect his multifaceted artistic practice. The Foundation’s Artist Project Grants provide support to Los Angeles non-profit institutions and organizations for projects with visual artists. The goal is to benefit visual artists and arts organizations alike, and to support compelling, inventive, and risk-taking work in any medium.

The Office Manager is responsible for providing overall administrative and operational support to the Foundation. Responsibilities include overseeing records management as well as records and retention policies; identifying facilities’ needs and improvements, coordinating maintenance and related vendor contracts; and recommending and implementing systems and tools to enhance organizational efficiency. This position serves as the primary liaison for the IT contractor for the Foundation and assesses and evaluates IT needs in consultation with the contractor. This position is responsible for assessing and ordering office equipment and supplies, greeting office guests, managing the phone system, collecting/distributing mail, managing petty cash, and supporting transactional HR-related activities. This role will lead the development and management of a future intern program to include assisting with recruitment, selection, and onboarding of interns.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration

• Oversee the Foundation’s records and retention policies to ensure compliance.

• Creates written documentation for all office processes and procedures.

• Serves as initial point of contact to receive all incoming phone calls; ensures effective telephone communication to maintain the Foundation’s professional image.

• Receives and sorts incoming mail and packages; arranges for delivery and pick-up of packages.

• Monitors the Foundation’s general email account: fielding inquiries and forwarding them to appropriate staff members and/or consultants.

• Negotiates the purchase of office supplies and office equipment for all staff in accordance with the Foundation’s purchasing policies and budget; tracks inventory and receipt of online orders, codes invoices and submits to Finance department.

• Assists with planning, preparation, and/or onsite support for Foundation-sponsored meetings and events, as requested by Executive Director.

• Organizes and implements record management, filing and other administrative tasks.

• Supports other staff on various projects as needed and requested.

• Maintains contact database and mailing lists in FileMaker Pro and MailChimp, respectively.

• Periodically produces electronic announcements, such as staff and stakeholder updates, for the Foundation using MailChimp, Boardable, or other applications

• Provides project support as needed (ex: launch of new website, special events).


Facilities Management & Systems Management

• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.

• Drives process for identifying facilities’ needs; identifies solutions and makes cost-effective recommendations.

• Identifies and vets vendors/contractors; works with vendors/contractors to coordinate proposals and final contracts for approval by the Executive Director.

• Maintains service contracts and manages vendor relations.

• Coordinates technology (voice, internet, computer, printer) system’s needs; in collaboration with other staff, regularly evaluates systems and tools to streamline internal operations across the Foundation; provides recommendations related to upgrades and maintenance to Executive Director or other supervisor.

• Trains staff on technology, systems, and office equipment, as needed.

Human Resources

• Coordinates recruitment activities, including posting of position description(s) on Foundation website and external job boards, manages communication with candidates related to scheduling of interviews and status updates, and conducts reference checks (as requested by Executive Director, or other supervisor).

• Develops and conducts new hire orientations to ensure new employees complete all required paperwork and receive a thorough understanding of the Foundation’s mission, vision, and values.

• Support the development of an intern program, including identifying college/university partners, job posting and drafting of marketing materials, recruitment and selection, and onboarding of interns.

• Responsible for maintaining all employee and applicant documentation to ensure compliance.
Partner with Finance Department and Executive Director, as requested, to provide support with time sheets, leave tracking, contract administration for consultants, benefits enrollment/termination administration.

• Ensures the Foundation communicates and displays updated local, state, and federal employment notices and posters.

QUALIFICATIONS, KNOWLEDGE SKILL REQUIRED

• Bachelor’s degree in business, management, arts administration, or related field required.

• Minimum of 3 years of office management experience required.

• HR or recruiting experience a plus.

• General knowledge of local, state, and federal employment laws preferred.

• Intermediate to advanced proficiency with Microsoft Office Suite and knowledge of Mac based software and hardware systems.

• Tech Savvy with understanding of IT networks/server systems, data backup systems, web CMS, databases such as FileMaker Pro and Portfolio; online communications/organizational applications such as Google calendar, MailChimp, Boardable, and social media applications, etc.

• Excellent interpersonal skills; service oriented.

• Superior written and verbal communication skills.

• Strong problem-solving and time management skills; must be able to prioritize and manage multiple assignments and deadlines within a fast-paced, dynamic environment.

• Demonstrated ability and capacity to execute tasks with accuracy, consistency, efficiency, and attention to detail.

• Ability to work independently as well as collaborate as part of a team.

• Ability to maintain confidential information and documents with discretion.

ADA SPECIFICATIONS

• While largely sedentary, this position requires the ability to sit, stand, lift up to 20 lbs., as well as speak, and hear, sometimes for extended periods of time.

• Requires the ability to use a computer and office equipment traditionally found in office Settings.

• Limited local and regional travel.

COMPENSATION AND BENEFITS:

Competitive salary and excellent benefits.

It is the policy of Mike Kelley Foundation for the Arts to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

________________________

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. #LI-DNI

Interviews will take place on a rolling basis. Appointment is anticipated in early July 2019.

To apply, please submit a cover letter and resume to Mike Kelley Foundation for the Arts. 

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