Title: Operations Manager
Reports to: Vice President, Finance & Operations
Location: Sarasota, FL
Salary: $55,000-$65,000
Sarasota Performing Arts Foundation
The mission of the Sarasota Performing Arts Foundation is to create and sustain a vibrant performing arts center, advance education, and enrich communities by inspiring minds through the power of the arts.
Job Overview and Position Objectives:
The Foundation is seeking an Operations Manager to support the daily operation of the Sarasota Performing Arts Foundation in the areas of building/office management, human resources, IT, and compliance. Reporting to the Vice President, Finance & Operations, the Operations Manager serves as a key individual on the Foundation team, actively supporting a positive and productive team culture and work environment by supporting the hiring and onboarding process, our physical and virtual spaces, technology needs and enhancements, and various daily and episodic operational tasks and projects.
The multi-faceted nature of this role provides an exciting opportunity for an entrepreneurial, self-motivated and disciplined administrator to be a part of an organization poised for growth and expansion: in addition to its existing mission-driven programming, the Foundation will raise private funds for and eventually oversee the operations of the future Sarasota Performing Arts Center – a civic asset that will impact future generations to come.
Essential Duties and Responsibilities:
General Administration (50%):
Maintain inventory schedules and perform periodic inventories
Maintain the Foundation’s key controls
Coordinate general facility upkeep and stocking and liaise with the building owner on facilities projects/issues
Receive, log, and distribute the Foundation’s daily mail delivered to the office and Van Wezel Performing Arts Hall; monitor central email boxes for HR and administration
Maintain organization-wide shared calendars
Maintain compliance with Foundation’s document retention policy, coordinate annual file destruction
Create a system for organizing the Foundation’s shared electronic files, create common naming conventions, train staff on the system and maintain as needed
Maintain the Foundation’s insurance schedules and files. Proactively monitor policy renewal dates. Work with insurance agent when new policies and COIs are needed
Manage the operations and IT budgets, centralized accounts and subscriptions, and complete monthly corporate card reconciliations for the operations team
Enter the Foundation’s bi-weekly payroll into the PEO system by the submission deadline for approval by Finance
Maintain the Foundation’s PTO tracker and roll-forward schedule of PTO balances by employee. Monitor compliance with the Foundation’s PTO policyManage day to day administration of Programs, including scheduling, contracting, supplies, and related tasks.
Human Resources (30%)
Coordinate the hiring process including job postings, screening of resumes, organizing candidate interviews, and new hire onboarding
Draft offer letters and other HR correspondence
Maintain employee files, including I-9 file
Coordinate a review of the Foundation’s employee manual and maintain revised manual as needed
Coordinate annual performance reviews
Serve as the point person for employee questions about their benefits and HR policies, directing employees to the correct contact at the PEO to address individualized questions. Work with the PEO to coordinate and communicate the annual open enrollment processes
Coordinate employee off-boarding process
IT: (20%)
Serve as liaison with outsourced IT services provider to troubleshoot IT issues with staff and escalating issues to the outsourced IT help desk; coordinate trainings and monitor compliance with cyber security training program
Work with outsourced IT services provider to identify and replace obsolete IT equipment and an annual IT equipment refresh plan; ensure physical security controls over equipment are maintained; coordinate new equipment purchases and set ups with the outsourced IT provider
Maintain the Comcast phone system, setting up new phone lines, transferring phone lines, setting up equipment, troubleshooting issues, monitoring billing, and updating recorded greetings as needed.
Knowledge, Skills and Abilities:
Clear and effective communicator with a strong collaborative spirit
A passion for customer service and setting teams up for success
Proficient in MS O365, including OneDrive, Sharepoint, Excel, Word, Power Point, Outlook, and MS Teams, Zoom, and Adobe Pro
High level of comfort and ability to learn new technologies and tools
Cost conscious and effectively conserves organizational resources.
Ability to thrive in a fast-paced, evolving organization is a must; can multitask with ease.
Proven ability to solve problems creatively, efficiently and satisfactorily; takes a solution-oriented approach to challenges.
Highly organized and possesses superior time management skills. Ability to manage competing demands and priorities.
High level of initiative.
Exceptional attention to detail.
Positive attitude, impeccable work ethic, and strong sense of urgency and commitment to results.
Maintains confidentiality and exercises discretion when interacting with internal and external stakeholders. Must maintain confidentiality and exhibit sound judgment at all times.
Self-starter with the ability to handle ambiguity and willingness to accept additional responsibility.
Minimum Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
2-3+ years of administrative experience in operations and/or HR, including experience managing complex projects for a team
Nonprofit experience and familiarity with the performing arts and/or education is preferred, but not required.
Position Status:
This is an exempt full-time position. Generally, the Foundation’s office hours are 9:00 a.m. to 5:00 p.m., Monday through Friday, for a 40 hour work week. However, this position frequently attends Departmental Events outside of our typical hours. Some weekend and evening work is to be expected, including 2 Saturday community events a month. This position generally has some local and regional travel, but typically no more than five percent of the time.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand and reach with hands and arms. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to walk and sit.
The employee must have a valid driver’s license, and the ability to transport and set-up materials for Education events.
The employee must occasionally lift and/or move up to 30 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Acknowledgement:
The Foundation has reviewed this job description to ensure that essential functions and basic duties have been included. The Foundation reserves the right to change it at its sole discretion at any time and without any advance notice. This job description and list of functions is not intended to be an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
The Sarasota Performing Arts Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.