Job: Operations Manager

The OPERATIONS MANAGER reports to the Executive Director and partners with museum staff and contractors to ensure effective, consistent, and aligned operations delivery across the organization.

The OM provides direct support to the Senior Leadership team, and general support to the entire staff. Key responsibilities include office support, database maintenance, finance support, maintaining company files and archives, visitors services and other duties as requested. The position requires the ability to manage multiple projects, anticipate the needs of and make effective connections among various stakeholders, create pathways and processes for others to follow, and meet deadlines.

General Description of Job Duties:

The Operations Manager ensures that the Griffin Museum office and museum runs smoothly and efficiently, communicating any needs to the Executive Director.

Job Entails:

Accounting –

  • Working closely with Executive Director, Bookkeeper/Accountant, and staff to maintain detailed and accurate financial records in QuickBooks Online: tracking and coding income and expense transactions; managing reimbursements, bills and accounts payable, accounts receivable, reconciling credit card transactions. Prepare museum funds for bank deposit.
  • Support the annual organizational audit and tax preparation, working with the Executive Director, Board Treasurer, Bookkeeper, and Auditor
  • Oversee office administrative activities, including but not limited to ensuring museum office and public spaces are well kept, providing maintenance and/or support of any phone and internet equipment and accounts and ordering and maintaining office supplies.
  • Work with ED to support budget management and reporting for operations, special projects, and events.
  • In collaboration with ED and Education and Programs Director, draft, review, and manage artist contracts; submit and track artist and educator payments and reimbursements. Provide logistical support in arranging artist and guest travel, ground transportation, accommodations, and hospitality/meals.
  • Process museum rentals, programs, and membership applications.
  • Manage museum shop sales while maintaining and preparing sales tax records.

Development –

  • Work with ED to maintain records in our donor database. Maintain accurate and timely gift entry and donor records, prepare correspondence to donors, acknowledgments and thank you’s.
  • Reconcile donor database contribution data with QuickBooks data.
  • Prepare nonprofit mailings.
  • Track and report financial status on weekly basis
  • Implement and monitor the Development Plan
  • Track grants and monitor grant applications, grants given, disbursed funds and due dates for reporting. Maintain grant tracking system to support submitting proposals and reports promptly.
  • Maintain museum databases and archive backups.

Visitor Services –

  • Handle staffing needs for daily operation.
  • Ensure museum Volunteers, Docents and staff are covering the open hours of the Museum.
  • Support daily operations during open hours.
  • Arrange for staffing support for programs, and live events through on-site management of staff and volunteers.
  • Process museum rentals, programs, and membership applications.
  • Manage in person museum events (programs, receptions and special events)

Building / Facilities –

  • Monitor, organize and maintain inventory of office supplies.
  • Monitor building for facilities needs (e.g.: needed repairs, landscaping issues).

The qualified candidate has:

  • Ability to manage multiple projects while maintaining a high level of accuracy and timeliness.
  • High level ownership of projects, assisting in the needs of stakeholders and creating clear processes for others to follow.
  • Excellent written and verbal communication.
  • Integrity, discretion, and confidentiality.
  • Readiness to work in an environment that values and includes diverse group identities.

Experience required:

  • Associates or Bachelor’s Degree
  • (2) two – (3) three years of experience in office management helpful
  • Experience in general bookkeeping, A/R, and A/P
  • Must be proficient in Quick Books Online and CRM systems (LGL preferred), Google Drive
  • Excellent computer skills with the ability to learn new software and platforms quickly and ability to problem solve and work with minimal supervision
  • Having a background in art administration, museum administration or similar background is a plus.

Expected Hours of Work:

Year-round: 25-30 hours/week, Available Monday-Friday primarily during regular business hours (9am-5pm EST); some evening/weekend working hours (nights/weekends) will be required to meet needs of in person events

Salary:

40 – 45k Based on experience.

How to Apply:

To apply, please send a cover letter and resume to photos@griffinmuseum.org. For more information about the Griffin Museum see our website at griffinmuseum.org.