Operations Manager position at Texas Folklife
Position: Operations Manager
Position Start Date: June 17th, 2019
Job Type: Full-time Exempt
Time Commitment: Full-time 40 hours per week, with occasional evening and weekend
events (office hours are Mon-Fri 10am-6pm)
The Operations Manager supports Texas Folklife in all aspects of its organizational activities. The Operations Manager’s duties outlined below help in creating the operational efficiency necessary for the organization to carry out its mission to promote, encourage, and sponsor the preservation, understanding, appreciation, and public presentation of the folk arts, folklore, and folklife of Texas.
Scope of Work:
OFFICE MANAGER (45% of Operations Manager time)
Keep office operations running efficiently;
Organize materials for current projects for easier access, including storage;
In conjunction with Executive Director (ED), develop and implement plan to organize storage units (onsite and offsite);
Order and keep stock of office supplies and equipment;
In conjunction with and with approval of ED, direct upkeep of Texas Folklife (TXF) office, including repairs and maintenance; coordination with property manager for upkeep, repairs, and maintenance of TXF building lease;
Maintain orderly files including personnel files, vendor files, IRS files, service agreements, grants and board meeting minutes;
Manage office and gallery walk-ins and phone calls, direct them to appropriate personnel
Work to improve organizational efficiency, office operations and systems in conjunction with Executive Director (ED);
Assist in preparations for weekly staff meetings and create meeting agenda
Assist in preparations for board meetings;
Assist in preparations for and attend when necessary special events;
In conjunction with ED, coordinate web site management and train pertinent staff on web site operations;
In conjunction with ED, coordinate part-time and work-study employees work on marketing and Mailchimp email newsletters;
Manage Health and Non-Health Insurance Policies;
Assist in mounting exhibits and daily art gallery operations;
Create and coordinate handbook/guide for indexing, archiving, and sharing organization digital media assets;
Perform other duties as assigned.
BOOKKEEPING (35% of Operations Manager time)
Daily light bookkeeping on QuickBooks including: accounts payable, accounts receivable, and in-kind donation recording, creating monthly financial reports for board, auditors and funders;
Coordinate and run payroll.
Assist ED and Texas Folklife fundraising staff with grant accounting and reports;
Work with Bookkeeper to facilitate monthly reconciliations and reporting.
DEVELOPMENT / OTHER (20% of Operations Manager time)
Establish, implement and maintain a well-defined annual procedure for managing fundraisings campaigns;
Oversee maintenance and upkeep of eTapestry donor management software;
Supervise work-study students, interns and part-time administrative staff.
Skills and Qualifications:
Proficiency in use of Windows OS, Microsoft Office, Google Suite;
Intermediate Quickbooks use;
1+ years of Payroll Administration experience;
2+ years of accounting with non-profits;
2+ years experience in Office Management;
Experience managing small teams and completing tasks through leveraging volunteers, vendors and staff;
Experience with eTapestry or similar donor management software highly desirable;
Excellent written, verbal, and listening communication skills;
Detail-Oriented, Self-Starter, Hard-Working individual;
Strong project management skills and ability to juggle multiple deadlines and priorities;
Possess an ability to break down complex information into manageable parts, ask questions, synthesize and analyzel;
Excellent at multi-tasking and prioritizing
Send resume, cover letter, and list of three references to: email@example.com. Include “Operations Manager” in the subject line. As an equal opportunity employer, Texas Folklife embraces diversity and does not discriminate in employment on the basis of age, race, color, creed, gender, religion, marital status, veteran’s status, national origin, disability, or sexual orientation. Women and people of color are strongly encouraged to apply.
About Texas Folklife:
Texas Folklife is a statewide non-profit organization dedicated to preserving and presenting the diverse cultures and living heritage of the Lone Star State. Since 1984, Texas Folklife has honored the cultural traditions passed down within communities across Texas and explored their importance in contemporary society.