Director of Operations and Administration

Job Title: Director of Operations and Administration
Reports to: Executive Director (ED)
Supervises: Theater and Business staff
Status: FT, Exempt
Schedule: 40 hours per week; generally weekdays, but some evenings and weekends
Salary: Commensurate with experience

Summary:
Firehouse Center for the Arts, a 30-year-old non-profit arts organization in the heart of Newburyport, is looking to hire a Director of Operations and Administration.

The Director of Operations and Administration is a key member of the Firehouse Leadership team who exercises discretion and independent judgment with respect to managing a variety of organizational, human resources, finance and operations functions. We’re looking for energetic, positive professionals who don’t mind wearing multiple hats and working in a dynamic and growing performing arts organization.

Essential Duties and Responsibilities:

Organization
● Participate as a member of the organization’s Leadership team; lead and work cooperatively with colleagues to meet the organization’s business goals and mission;
● Create and implement COVID-19 policies in accordance with Local, State, and Federal recommendations;
● Represent the ED at internal and external committees and forums as directed;
● Regularly attend and report at meetings of the Board of Directors and Executive Committee; prepare monthly report for Board of Directors;
● Participate on the Board’s Finance Committee as well as other committees as necessary; take notes and schedule meetings as requested;
● Establish, improve and maintain efficient and cost-effective business operations for the organization, ensuring compliance with all organization policies, procedures and organizational bylaws and with State and Federal laws;
● Manage the provision of insurance including the business package, Directors & Officers, and worker’s compensation insurance.

Human Resources
● Oversee maintenance of personnel files;
● Plan and manage recruitment and selection of staff with the Leadership team;
● Plan and conduct new employee orientations and new hire processing;
● Work with the Leadership team to identify and manage training and development needs for employees;
● Develop and implement human resource procedures and policies;
● Review and update employee handbook
● Research comparable compensation packages including salary ranges and benefit packages;
● Manage benefits contracts and vendor relationships including health insurance, retirement plans, supplemental insurances, etc.;
● Administer annual open enrollment for benefits;
● Implement and monitor staff performance management systems;
● Handle employee complaints, grievances and disputes;
● Administer employee discipline processes;
● Conduct exit interviews;
● Organize and manage staff meetings and team-building activities with the Leadership team.

Finance
● Oversee financial and accounting activities and manage business staff;
● Manage the annual budgeting process in collaboration with the Leadership team;
● Review and approve payrolls prior to final processing and review payroll reports;
● Support the ED in managing cash flow, monitoring revenue and expense, and in creating monthly financial reports;
● Regularly review AP and submit invoices to ED for payment;
● Input all transactions and process checks for ED signature;
● Oversee the annual audit process and contract with audit firm;
● Ensure timely and accurate filing of federal, state, and city tax forms and applications;
● Continually assess and regularly report to the ED the financial status of the organization; generate monthly financial reports for the ED and the Board including budget performance, cash flow, and other reports as needed.

Operations
● Manage facilities staff to ensure proper operation, maintenance and cleaning of facilities and grounds;
● Oversee building rentals and coordinate with other departments as needed; approve pricing and agreements for rentals;
● Oversee Box Office and House Management staff and ensure compliance with organizational policies and procedures;
● Works with ED to recommend and prioritize building upgrades and needs;
● Monitor energy and utility usage to identify areas for achieving reduced consumption;
● Manage relationships with neighbors and local partners;
● Oversee facility messaging and displays ensuring updated and accurate content including marquee posters, flyers, signage, etc.

General
● Work with the Leadership team to identify critical areas for improvement;
● Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws, involving the ED as appropriate. Responsibilities include training employees; assigning and directing work; providing performance feedback; addressing complaints and resolving problems;
● Maintain timely communications with other staff including via e-mail, and phone;
● Attend and participate in organization-wide and other meetings as requested;
● Perform other duties as assigned.

Qualifications: (Experience, Skills, Education):

● Bachelor degree in a relevant field
● Minimum of 5 years experience in performing arts or non-profit management
● Excellent interpersonal skills and ability to deal with a wide range of people and issues while maintaining composure
● Demonstrated computer skills in Microsoft Office suite, email, Google apps, Quickbooks, etc.
● Previous experience with online ticketing software preferred
● Excellent written and verbal communication skills
● Solid math skills and ability to use spreadsheets to perform analyses
● Comfort/competency in speaking in front of large groups for announcements, etc.
● Comfort with an environment that can be very fast-paced, or much less so
● Interest in and experience with live events
● Willingness to acquire knowledge of the organization's history, fundraising efforts, and programming

Physical Demands:

● Required to sit for hours at a time in an office environment
● Occasional physical effort required (i.e. lifting up 50 lbs., climbing ladders, etc.)

How To Apply

Applications should be sent via email to john@firehouse.org as a PDF file and should consist of a cover letter, resume, 3 professional references, and salary requirements. No phone calls please.