Job Title: Operations Manager
Work Week: Tuesday-Saturday (35 hours per week)
Remuneration: $40,000 Salary/year; Group health benefits; Two-weeks vacation/year
Application deadline: Tuesday, August 31, 2021 by 5:00 pm, until position filled
Please submit a cover letter and resume to [email protected], with the subject “Operations Manager Application.”
About Open Space Arts Society:
Open Space (est. 1972) is an artist-run centre with an extensive history of supporting experimental artistic practices in all contemporary arts disciplines, welcoming creative risk and innovative engagement with art, artists and communities. We endeavour to work in meaningful, collaborative and relational ways with artists and creative practitioners activating the many possible ways of knowing, creating, experiencing and working.
Moving into our 50th year, Open Space is engaging with what it means to acknowledge ‘50 years on this land.’ We are committed to the active practice of decolonial values at an organizational level. This begins with the active inclusion of folks who identify as Indigenous, Black and People of Colour in the Open Space community, and by embarking in ethical relationship-building with the Lekwungen peoples, on whose lands we exist.
Reporting to the Executive Director, the Operations Manager will oversee and streamline information management, financial and statistical record-keeping, member and donor services, scheduling and correspondence, and communications at Open Space. The position requires a strong awareness and understanding of the operating of not-for-profits. The right candidate will work in a small office environment as part of an active team.
Information Management: Maintains digital and hardcopy files for programming, administration, communications, facility, and the board of directors meetings as well as archival documents. Prepares correspondence, contracts and reports, and compiles statistics. Maintains databases and develops standardized forms, financial reports, and shared calendars. Maintains confidential HR files to assist in Payroll records, and updating and maintains Open Space workplace policies and procedures manuals. Ensures that all Board records are filed, maintained and archived. Ensure that all shared drive records are filed, maintained and archived.
Communications Management: Oversees and maintains all schedules for internal communications (to membership, donors, staff and Board) as well as external communications through the Open Space newsletter, website, social media, advertising and calendar listing sites. In collaboration with the Executive Director and program team, executes a marketing plan for promoting the exhibitions, events and the organization as a whole, including the coordination of advertising, media events, publishing and merchandise.
Financial: Monitors operating budgets and project budgets in conversation with the Executive Director and program team. Codes invoices, deposits cash, and mails payments. Manages petty cash. Prepares basic operating budgets and compiles expense reports. Prepares bi-weekly financial packages for bookkeeper, Treasurer and Executive Director. Facilitates Payroll on a bi-weekly basis.
Membership, Donors, and Fundraising: Works with the Executive Director to build membership. The Operations Manager maintains membership correspondence, donor database, prepares charitable receipts, and assists with fund development and fundraising efforts such as annual campaign letters. Assists fundraising contract personnel as assigned. Participates in Open Space fundraising activities.
Grant Writing: Assists the Executive Director with grant applications (compiling statistical information, support material, assistance with project budgets). Compiles and organizes final reports for operating grants following funder guidelines. Copy-editing and grant writing as necessary.
Supports program activities: Works with the program team to update and maintain program schedules and coordinate artists’ travel and accommodation.
Policy and Procedures: Participates with other staff and Board members in planning, policy, and operational procedures. Updates Open Space procedures manuals.
Reception: Answers phones, manages voicemail, opens and directs mail, e-mails, updates Google calendar and Google Drive.
Meetings: Notifies members and advertises Open Space Annual General Meeting; understands the by-laws affecting the Annual General Meeting and its significance.
Other duties: As assigned, assists the Executive Director and other tasks as required by Open Space.
Highly developed organizational skills, excellent written and verbal communication ability, and the ability to work independently. Knowledge of standard office procedures, business communication and basic bookkeeping are priorities. Word processing is required. Open Space requires flexibility and a willingness to engage with a variety of people and ideas in a changing, deadline-driven working culture. The ideal Operations Manager is detail oriented, inspired to design and maintain schedules, with experience in proactive problem solving with 2-3 years experience in a related environment and/or position. Position demands confidentiality, sound judgment, responsibility and openness to a dynamic environment.
Proven facility with Microsoft Office (especially Word and Excel), database software (FileMaker Pro), cloud-based storage systems such as Google Drive, accounting software (QuickBooks), and familiarity with payroll software. Open Space is a Macintosh work environment.
Applications are welcomed from all qualified applicants including women, visible minorities, trans and queer persons, people of Indigenous ancestry, and persons with disabilities. Open Space is not yet wheelchair accessible and is accessed by a flight of 23 steps.
Open Space encourages applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
In order to uphold our commitments to racialized and Indigenous employees and the Open Space community we are prioritizing the hiring of qualified racialized and Indigenous persons who self-identify as such in the application process. This initiative is supported by the BC Human Rights Act Sections 41 & 42.
Application deadline: Tuesday August 31, 2021 by 5:00 pm, until position filled
Interviews: September 3 and 4, 2021
Anticipated Start Date: Tuesday, September 7, 2021