Post by ArtsWest is hiring on Jul 21, 2023 4:12:30 GMT -5
TITLE: Company Administrator
STATUS: Full time; Exempt
PAY RANGE: $47,000–$50,000
SUPERVISOR: Managing Director
APPLICATION DEADLINE: Tuesday, August 31, 2021
ABOUT ARTSWEST
ArtsWest’s mission is to produce artistic events that provoke conversation, incite the imagination, and use live theater as a powerful agent of change. ArtsWest values all employees not just for their staff roles, but for all that makes them who they are. We recognize that identity contains multitudes and is fluid, intersectional, and of vital importance.
Whether an employee fulfills an administrative, creative or public-facing role, we consider our entire team to be artists in their own right. We are a small, but nimble team that allows for collaboration and much self-directed work.
We seek to find individuals dedicated to the mission of this organization, who embrace anti-racist and anti-oppressive values, and who understand the privilege and responsibility that we have as theater producers. As an organization we hold dear our people and conduct ourselves accordingly, centering relational work over transactional processes.
ABOUT THE POSITION
The Company Administrator is a new position to ArtsWest and, as such, we anticipate that this role will be refined in tandem with our first successful applicant. We have a place to begin, but expect we will find further intersections of administrative tasks in areas of our work that would best be handled by this skilled position. Our Company Administrator will provide administrative support to the entire organization, which includes but is not limited to: finance support and tracking, vendor management, all production and gallery paperwork, tracking marketing buys and contracts, non-profit corporation filings, facility maintenance, and donor database management. We are looking to match excellent administrative management skills across all departments within our organization.
TYPICAL DUTIES MAY INCLUDE:
• Financial Administrative Work
o Oversee the preparation and management of invoices for our bookkeeper, clarifying vendor payments, and assuring timely mailings
o Tracking royalty payments and prepping reports and check requests for our bookkeeper
o Ensure timely administration of all non-profit and business filings
o Reviewing concession deposits for accuracy, preparing deposits, and making banking deposits
o Running credit card payments as needed
• Human Resource Management – AW Staff and Production
o Assist the Managing Director in implementing WA State and the City of Seattle HR laws; ensure the organization follows all L&I requirements
o Assist with recruiting and hiring by posting job positions & casting calls, managing candidate submission materials, organizing auditions and creative team interviews
o Creating and tracking contracts and tax forms for artists and staff
o Assist the Box Office & Volunteer Manager in the accurate compiling of volunteer forms
• Production & Gallery Support
o Assist with auditions as needed by acting as the monitor/greeter
o Ensure complete administrative filings for each production including scanning contracts, preparing contact sheets, reviewing time sheets for production payroll, etc.
o Creating and maintaining callboards
o Prepare Actor’s Equity Association reports for the Managing Director
o Post the Gallery Call for Art; receive and organize submissions for the Artistic & Managing Directors to review
o Prepare Gallery artist contracts and correspond with the artists as necessary
• Marketing Support
o Monitor marketing ad buys matching against contracts
o Ensure timely payment and the tracking of marketing vendor invoices
o Oversee patron list updates and the management of such lists
o Assist marketing with the updating of calendar listings for productions and our Gallery
o Archive marketing materials at the completion of each production
o Send marketing materials to unions, playwrights, and others as needed
• Development/Donation Tracking
o Entering in donations and pledges into Patron Manager
o Respond to corporate and matching donation verifications
o Contact donors when pledges are due and track payments
o Pull donor lists as needed for campaign work
o Assist with grant tracking and reporting
• Facilities and IT
o Monitor the facility maintenance plan reaching out to schedule vendors
o Monitor and schedule the testing of fire extinguishers, alarms, elevators and other facility requirements
o Assist with IT support by contacting specialists as needed if internal troubleshooting fails
• Office Administration
o Ordering office supplies as necessary ensuring tidy and organized supply stations
o Spearheading copier and other office equipment fixes and maintenance
o Retrieving and sorting mail; mailing all correspondence from the organization— including the return of production materials
o Organize filing systems
o Coordinating the organization wide Google Calendar
SKILLS, ABILITIES, AND/OR KNOWLEDGE PREFERRED
• An organized, detail-driven individual that seeks accuracy in all they do
• Strong written and verbal communication skills
• Needs to have a sense of humor and find joy in detail based, ‘checking-off-the-list’ tasks
• A self-directed, diplomatic individual who can stay on top of their own work, but also intersect with all members of the ArtsWest staff
• Solid skills with Office Suite — a high proficiency with Outlook, Word and Excel
• Familiarity with Patron Manager or other donor/client-based software is preferred
• Experience working in a theater or performing arts organization and/or demonstrated affinity for the performing arts desired, but not necessary
HOURS AND COMPENSATION
The Company Administrator in an exempt, full-time position that is compensated at $47,000–$50,000 annually. ArtsWest offers a 100% Employer Covered medical/dental/vision package; 2 weeks of vacation per year moving to 3 weeks by year two; 4 days of personal time per year; and follows all City of Seattle and State employment laws regarding sick leave, FMLA leave, etc.
The majority of this work is done during day time hours, with flexibility on start and end times each day. Occasional evenings or weekend may be necessary as all ArtsWest Staff attend first rehearsals, Opening Nights, and our Annual GALA fundraiser—which are evening events. All evening and weekend events will be known in advance. The majority of the Company Adminstrator’s work needs to be done at ArtsWest, but allowances can be made for some remote work.
LOCATION
ArtsWest is located at 4711 California Ave. SW in the heart of West Seattle’s Alaska Junction. There is paid parking behind the building, with free parking available on residential streets within 4 blocks west and south of the theater. King County Metro has a stop for the C Line on the same block as the building.
APPLICATION DETAILS AND DEADLINE
To apply, please submit a resume and a cover letter in PDF format, that outlines how your related experience and skills qualifies you for the position, to resumes@artswest.org. Applications will be accepted through August 31, 2021. Applications will be reviewed after the posting closes. Interviews will be scheduled in early September with an estimated start date of Monday, September 20, 2021.
As a historically white-led organization, ArtsWest is committed to operating as an anti-racist institution throughout all of its operations. You can read more about our anti-racist commitments here.
Our policies regarding hiring and employment at ArtsWest are designed to make it clear on all levels of the organization that we honor and value lived experience and the truths of the human beings and the energies and talents they bring to their work. A broad range of lived experiences are welcomed. We invite those whose goal is to create an environment of abundant and creative space, especially for those whose intersecting identities and voices have been historically excluded, marginalized, or erased.
STATUS: Full time; Exempt
PAY RANGE: $47,000–$50,000
SUPERVISOR: Managing Director
APPLICATION DEADLINE: Tuesday, August 31, 2021
ABOUT ARTSWEST
ArtsWest’s mission is to produce artistic events that provoke conversation, incite the imagination, and use live theater as a powerful agent of change. ArtsWest values all employees not just for their staff roles, but for all that makes them who they are. We recognize that identity contains multitudes and is fluid, intersectional, and of vital importance.
Whether an employee fulfills an administrative, creative or public-facing role, we consider our entire team to be artists in their own right. We are a small, but nimble team that allows for collaboration and much self-directed work.
We seek to find individuals dedicated to the mission of this organization, who embrace anti-racist and anti-oppressive values, and who understand the privilege and responsibility that we have as theater producers. As an organization we hold dear our people and conduct ourselves accordingly, centering relational work over transactional processes.
ABOUT THE POSITION
The Company Administrator is a new position to ArtsWest and, as such, we anticipate that this role will be refined in tandem with our first successful applicant. We have a place to begin, but expect we will find further intersections of administrative tasks in areas of our work that would best be handled by this skilled position. Our Company Administrator will provide administrative support to the entire organization, which includes but is not limited to: finance support and tracking, vendor management, all production and gallery paperwork, tracking marketing buys and contracts, non-profit corporation filings, facility maintenance, and donor database management. We are looking to match excellent administrative management skills across all departments within our organization.
TYPICAL DUTIES MAY INCLUDE:
• Financial Administrative Work
o Oversee the preparation and management of invoices for our bookkeeper, clarifying vendor payments, and assuring timely mailings
o Tracking royalty payments and prepping reports and check requests for our bookkeeper
o Ensure timely administration of all non-profit and business filings
o Reviewing concession deposits for accuracy, preparing deposits, and making banking deposits
o Running credit card payments as needed
• Human Resource Management – AW Staff and Production
o Assist the Managing Director in implementing WA State and the City of Seattle HR laws; ensure the organization follows all L&I requirements
o Assist with recruiting and hiring by posting job positions & casting calls, managing candidate submission materials, organizing auditions and creative team interviews
o Creating and tracking contracts and tax forms for artists and staff
o Assist the Box Office & Volunteer Manager in the accurate compiling of volunteer forms
• Production & Gallery Support
o Assist with auditions as needed by acting as the monitor/greeter
o Ensure complete administrative filings for each production including scanning contracts, preparing contact sheets, reviewing time sheets for production payroll, etc.
o Creating and maintaining callboards
o Prepare Actor’s Equity Association reports for the Managing Director
o Post the Gallery Call for Art; receive and organize submissions for the Artistic & Managing Directors to review
o Prepare Gallery artist contracts and correspond with the artists as necessary
• Marketing Support
o Monitor marketing ad buys matching against contracts
o Ensure timely payment and the tracking of marketing vendor invoices
o Oversee patron list updates and the management of such lists
o Assist marketing with the updating of calendar listings for productions and our Gallery
o Archive marketing materials at the completion of each production
o Send marketing materials to unions, playwrights, and others as needed
• Development/Donation Tracking
o Entering in donations and pledges into Patron Manager
o Respond to corporate and matching donation verifications
o Contact donors when pledges are due and track payments
o Pull donor lists as needed for campaign work
o Assist with grant tracking and reporting
• Facilities and IT
o Monitor the facility maintenance plan reaching out to schedule vendors
o Monitor and schedule the testing of fire extinguishers, alarms, elevators and other facility requirements
o Assist with IT support by contacting specialists as needed if internal troubleshooting fails
• Office Administration
o Ordering office supplies as necessary ensuring tidy and organized supply stations
o Spearheading copier and other office equipment fixes and maintenance
o Retrieving and sorting mail; mailing all correspondence from the organization— including the return of production materials
o Organize filing systems
o Coordinating the organization wide Google Calendar
SKILLS, ABILITIES, AND/OR KNOWLEDGE PREFERRED
• An organized, detail-driven individual that seeks accuracy in all they do
• Strong written and verbal communication skills
• Needs to have a sense of humor and find joy in detail based, ‘checking-off-the-list’ tasks
• A self-directed, diplomatic individual who can stay on top of their own work, but also intersect with all members of the ArtsWest staff
• Solid skills with Office Suite — a high proficiency with Outlook, Word and Excel
• Familiarity with Patron Manager or other donor/client-based software is preferred
• Experience working in a theater or performing arts organization and/or demonstrated affinity for the performing arts desired, but not necessary
HOURS AND COMPENSATION
The Company Administrator in an exempt, full-time position that is compensated at $47,000–$50,000 annually. ArtsWest offers a 100% Employer Covered medical/dental/vision package; 2 weeks of vacation per year moving to 3 weeks by year two; 4 days of personal time per year; and follows all City of Seattle and State employment laws regarding sick leave, FMLA leave, etc.
The majority of this work is done during day time hours, with flexibility on start and end times each day. Occasional evenings or weekend may be necessary as all ArtsWest Staff attend first rehearsals, Opening Nights, and our Annual GALA fundraiser—which are evening events. All evening and weekend events will be known in advance. The majority of the Company Adminstrator’s work needs to be done at ArtsWest, but allowances can be made for some remote work.
LOCATION
ArtsWest is located at 4711 California Ave. SW in the heart of West Seattle’s Alaska Junction. There is paid parking behind the building, with free parking available on residential streets within 4 blocks west and south of the theater. King County Metro has a stop for the C Line on the same block as the building.
APPLICATION DETAILS AND DEADLINE
To apply, please submit a resume and a cover letter in PDF format, that outlines how your related experience and skills qualifies you for the position, to resumes@artswest.org. Applications will be accepted through August 31, 2021. Applications will be reviewed after the posting closes. Interviews will be scheduled in early September with an estimated start date of Monday, September 20, 2021.
As a historically white-led organization, ArtsWest is committed to operating as an anti-racist institution throughout all of its operations. You can read more about our anti-racist commitments here.
Our policies regarding hiring and employment at ArtsWest are designed to make it clear on all levels of the organization that we honor and value lived experience and the truths of the human beings and the energies and talents they bring to their work. A broad range of lived experiences are welcomed. We invite those whose goal is to create an environment of abundant and creative space, especially for those whose intersecting identities and voices have been historically excluded, marginalized, or erased.