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Administrative Internship

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This is a terrific opportunity for recent graduates interested in a career in the non-profit sector to gain hands-on experience managing a dynamic non-profit art space.

Key responsibilities include general office management, fielding inquiries from the public, database maintenance, archiving, communicating with artists, assisting with press, programs, marketing, and distribution of promotional materials.

This position interacts with artists and the public regularly. Strong communication skills and attention to detail are required. Knowledge of MS Word, MS Excel, and Google Applications required.

We are looking for self-starters and creative thinkers with a willingness to learn. Our interns carry significant responsibility and after training will represent Dixon Place while working.

Hours are 10am to 4pm, Monday to Friday, totaling 30 hours a week. $100/week stipend offered (paid out every two weeks). Minimum 4-month commitment To apply, email a resume and cover letter indicating dates and hours of availability to contact@dixonplace.org, with “Administrative Internship (season of interest)” in the subject line.

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Internship in Dance & Media Arts Administration

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Unpaid Internship
Application Deadline: 
Ongoing

Jonah Bokaer Arts Foundation is a local, national, and international laboratory for interdisciplinary dance, art, and live performance. The organization is the home for the choreographic work of founder, Jonah Bokaer, and operates rehearsal and performance facilities in Brooklyn (Bushwick & Williamsburg) and in Hudson, NY. We are seeking talented individuals for ongoing internship opportunities at our Brooklyn office. Each internship is catered to the strengths & interests of the individual taking on the role.

We are seeking individuals who can commit between 10 to 35 hours weekly. We are flexible with the duration but suggest a 4 month commitment. Additionally, the organization hosts monthly salon performances that would require evening participation once per month.

Responsibilities Include:

As we do our best to structure the internship around the individuals interests, interning with JBAF involves but is not limited to the following:

Fund Raising – Grant Writing - Marketing/Communications/Social Media – Curatorial Research – Programming Performance Events – Artist Assistance – Administration – Non-profit Accounting – Budgeting for the Arts – Database Management – Facilities & Operations

Jonah Bokaer Arts Foundation prides itself in it's internship program. In that, we provide an all encompassing, hands-on introduction to professional non-profit arts management. Our internships can benefit a beginner as well individuals who are more seasoned who'd like to increase their organizational skills within non-profit arts.

Requirements:

Invested interest in the Arts.

Strong interpersonal and cross-cultural skills

Basic computer skills (working knowledge of spreadsheet, presentation & word processing software).

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Dance/NYC Operations Manager

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Salary: 
$45,000 - $54,000 commensurate with experience
Application Deadline: 
September 13, 2019

Title: Operations Manager

Location: New York City

Reports to: Executive Director

Supervises: Interns, Volunteers, Select Contractors

Status: Full-time, Exempt position with opportunity for career growth within the organization, starting October 1, or as soon as

possible

Dance/NYC's mission is to promote the knowledge, appreciation, practice, and performance of dance in the metropolitan New York City area. It embeds values of justice, equity, and inclusion into all aspects of the organization. It works in alliance with Dance/USA, the national service organization for professional dance. The organization achieves its mission through its four (4) core programs: leadership training, networking and convening; action-oriented research; technology and visibility; and grantmaking. It seeks to add a key member to its current staff (four full-time and three part-time employees), who will assume responsibility for office management and administration.

Duties and Responsibilities:

Office Management:

Reporting to the Executive Director and working with key staff:

  • Establish and maintain up-to-date records of office management practices
  • Manage organizational scheduling and track deliverable dates and internal and external deadlines across projects (fiscal management, fundraising, communications, and programs), with input from all relevant stakeholders
  • Manage organizational CRM database (NeonCRM), including but not limited to:
  •           Data entry, list creation, and report exports
  •           Train staff to use platform
  • Liaise with vendors and coordinate contracts and purchases
  • Respond to constituent inquiries (mail, phones)
  • Trains staff on operations systems
  • Manage weekly staff meetings
  •           In coordination with staff, compose and circulate weekly meeting agendas
  •           Take meeting minutes and circulate to staff post meeting
  • Support other areas of general administration as needed

Facilities Management:

Reporting to the Executive Director and liaising with relevant stakeholders:

  • Manage facilities and liaise with building management from Mertz Gilmore Foundation to execute on their policies and procedures
  • Manage office technology and coordinate with IT consultant to keep systems (WiFi, server, VPN, Google Suite and Drive, etc.) updated and running properly, including troubleshooting system issues

Fiscal Coordination and Compliance:

Reporting to the Executive Director and financial consultants:

  • Coordinate and track all aspects of ongoing fiscal management, executing policies and procedures to ensure-audit readiness, including but not limited to:
  •      Bookkeeping:
  •           Maintain accurate ledgers by recording financial transactions (invoices, accounts payable, accounts receivable, sales receipts,              credit card transactions) in the organization’s accounting software (Quickbooks)
  •           Reconcile accounts
  •           Report exports
  •           Process bi-monthly payroll
  •           Coordinate bank deposits
  •      Prepare yearly audit materials (includes finalizing 2018 audit of financial statements)
  •      Participating in organizational budgeting and financial strategy
  •      Prepare fundraising materials as requested
  •      Manage Dance/NYC’s fiscal sponsorship relationship with fiscal sponsee, includes light bookkeeping (deposits, accounts payable,         and quarterly reporting)
     

Human Resources:

Work with Executive Director to develop and implement organizational human resource systems, assuming primary responsibility for:

  • Tracking the execution of policies and procedures as outlined in the organization’s Employee Handbook
  • Onboarding all new employees, interns, and volunteers
  • Managing employee HR platform (ADP) and benefit programs
  • Coordinating yearly employee reviews
  • Manage staff wellness and professional development initiatives
  • Managing relationships with independent contractors as directed by Executive Director

Additional Service:

  • Provide support to the Board and Committees, as requested by the Executive Director and/or Manager of Development and Grantmaking, including but not limited to: managing catering and booking meeting space
  • Provide support to Executive Director on new initiatives as they arise

Qualifications:

The ideal candidate will have relevant prior administrative and financial experience (Quickbooks knowledge and practice is a plus). They will be future focused, data driven, strategy minded, and thrive in startup environments. They will be methodical and detail oriented, with excellent planning and time management skills, and able to advance multiple projects simultaneously while meeting deadlines. They will be current on and comfortably engage with emerging technologies and demonstrate a commitment to technology solutions in the social enterprise space. They will be versed in the arts and culture landscape.

Compensation: Includes salary of $45,000 - $54,000 based on experience and competitive benefits.

Dance/NYC is an equal opportunity employer. Employment is offered without regard to race, color, sex, age, disability, religion, national origin, marital status, sexual orientation, ancestry, political belief or activity, or status as a veteran. The policy applies to all areas of employment, including recruitment, hiring, training and development, promotion, transfer, termination, layoff, compensation benefits, social and recreational programs, and all other conditions and privileges of employment in accordance with applicable federal, state, and local laws. It is the policy of Dance/NYC to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). Dance/NYC does not discriminate against any qualified Employees or job applicants with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. Dance/NYC makes reasonable accommodation wherever necessary for all Employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made do not require significant difficulty or expense.

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Administrative Assistant

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Upon the interview

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Job Purpose

Administrative Assistants ensure the efficient day-to-day operation of the office and support the work of management and other staff.

Primary Duties and Responsibilities

Administrative Assistants perform a wide range of duties including some or all of the following:

  • Use computer word processing, spreadsheets, and databases to prepare reports, memos, and documents
  • Prepare and send outgoing mail, and courier parcels
  • Update and ensure the accuracy of the organization's databases
  • Provide secretarial and administrative support to management and other staff
  • Use computer software to prepare invoices and financial statement
  • Assist with financial reports as required
  • Prepare and coordinate concerts, workshops, and lecture-demonstrations
  • Provide Board support, prepare Minutes after the Board Meeting
  • With the Executive Director, prepare meeting agendas and supporting material for distribution
  • Ensure the timely distribution of material to the Board
  • Support the Board with meeting, travel and other arrangements
  • Draft minutes of Board meetings for review by the Executive Director
  • Create an action list for management staff from board meetings

Qualifications

Education

  • High School Diploma
  • Post-secondary education in business, computers, or office management is an asset

Requirements

  • Proven admin or assistant experience
  • Grant Writing Experience or Assistance is a major plus 
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Proficiency in MS Word, PowerPoint, Excel, as well as GoogleDoc, GoogleSheets and GoogleSlides
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Education Administrator

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Salary: 
£20,701-£23,201 depending on experience
Application Deadline: 
5th August 2019 at 5pm

Bow Arts is seeking a skilled and experienced Education Administrator to support the Trust’s Head of Education and Learning. The purpose of the role is to assist in the smooth running of all aspects of the busy Education Department.

The Education Administrator will play an essential part in the efficient day-to-day administration of all projects and education programmes and provide vital operational support to the team across all facets of work. This is an exciting opportunity to develop your career in a dynamic arts education charity.

Established in 1995, Bow Arts is an arts education charity, which has grown rapidly to become one of London’s leading affordable workspace provider for creative professionals. Bow Arts support artists through opportunities created by our investment in the arts and strong partnership work. We work directly with schools and communities in London to raise aspirations through art. Last year we worked with around 100 schools across 14 London boroughs, improving the lives and learning of over 11,000 children, young people and their teachers.

The key responsibilities of an Education Administrator include, but are not limited to:
- Performing general administrative support relevant to the Education Department
- To be the first point of contact and provide event management support to the team where required
- To oversee the Education Department volunteer opportunities
- Undertaking activities to support the Education Department marketing and communications plan
- To prepare course and project materials and resources as required by the team and external providers
- To monitor and track project finances in support of project managers
- Any other task as reasonably required of you

We are looking for someone with the following skills and experience: 
- Experience of arts administration
- Experience of working with a range of clients and building and maintaining good relationships
- Experience of arts/education marketing, sales and communications
- Has relevant experience or demonstrates the ability to learn key skills in financial and administrative support, including monitoring and reporting systems and managing contracts
- IT literate with working knowledge of MS Office
- Attention to detail, proofreading skills, and able to multi-task efficiently
- Excellent verbal and written communication and interpersonal skills

If you are keen on joining this exciting, forward thinking company and taking the next step in your career, then please visit the Bow Arts website to find out more: https://bowarts.org/about/work-with-us 

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Administrator

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Application Deadline: 
July 26, 2019

About ISPA

The International Society for the Performing Arts (ISPA) is a global association of arts management leaders, who come together with the shared goal of strengthening the arts internationally by building leadership ability, recognizing and discussing field-wide trends and new developments, and deepening global exchange through the arts. We achieve this through professional congresses, leadership development programs, resource sharing, and exchange.

Guided by a strategic plan, ISPA supports more than 500 members in 60 countries around the globe.  In addition to two annual congresses, ISPA supports multiple leadership development programs and regional events.  With a small but committed team of 5, the work environment is positive, collaborative, and encouraging of initiative.

Position and Responsibilities

Reporting to the Chief Executive Officer (CEO), the Administrator role is diverse including responsibility for office management, providing support services to the CEO, the ISPA Board of Directors and all committees, and contributing to the general team environment.  The incumbent will also support ISPA’s annual New York Congress planning committee and provide general assistance in realizing a successful Congress. 

Specific responsibilities will include:

Administration
ISPA’s offices in Manhattan support a small staff of five full-time positions and a seasonal intern in a shared environment. The responsibilities include:

  • Perform accounting tasks including day to day bookkeeping (QuickBooks), invoicing, accounts receivable and supporting annual budgeting and audit processes
  • Reception including answering telephones (as applicable); greeting guests in a shared reception environment; providing support services to members visiting the ISPA office
  • General office administration including overseeing office supplies inventory, sorting and delivering mail and deliveries and ensuring a well maintained environment that is clean and organized at all times
  • Other duties as assigned

Event Support
ISPA holds an annual Congress in January in New York and an international Congress mid-year (2019 – Guadalajara, 2020 – Taipei, 2021 - Reykjavik).  Working with the CEO and other staff, this position provides important support to the Congresses:

  • Support the Planning committee through active participation including but not limited to coordinating all meetings and preparing agendas and meeting minutes
  • Liaise with program participants and speakers to coordinate and book travel and accommodation
  • Other duties as assigned

CEO Support
Ongoing support to the CEO is an important element of the position. Responsibilities include:

  • Liaise and provide support to the board of directors and committees including creating and distributing meeting minutes, meeting agendas and other materials as may support the work of the committees
  • Maintain CEO schedule
  • Make travel arrangements as necessary

Requisite Skills

  • A diploma or related university degree
  • Three years experience in this or a related role
  • A demonstrated appreciation and knowledge of the performing arts in a global environment
  • Attention to detail, well organized and efficient
  • Work well in a team environment where a small staff are responsible for a variety of tasks and initiatives
  • Ability to work on many initiatives for different groups at the same time
  • Good verbal and written communications skills
  • Experienced and knowledgeable with day to day accounting and the use of QuickBooks
  • Facility with Microsoft Office programs
  • Familiarity with CRMs
  • A second language is a definite asset

Terms: Full-time, 1-Year contract, with expectation to renew, competitive salary plus benefits

Location: Manhattan with some travel.  Applicants must be authorized to work lawfully in the United States.

ISPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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