About Arts @ Large: Founded in 2001, Arts @ Large activates Milwaukee’s communities to build environments that support arts-rich, lifelong learning. Our mission is to ensure that everyone has access to the arts.
Job Summary: The Operations Manager collaborates closely with the Executive Director to oversee the organization’s daily operations, including office management, resource allocation, financial oversight, facility management, and rentals. This role also provides essential administrative support for fund development and program activities, ensuring smooth and efficient organizational performance.
Duties/Responsibilities:
Building Operations (35%)
- Implements strategies for all ongoing building maintenance practices pertaining to the facility (including ordering supplies and maintaining clean, presentable, and working spaces) and A@L vehicle (manages van log).
- Manages all building and park vendors (including cleaning contractor, alarm service, etc.).
- Manages Community Center tenant communications, lease agreements, and tenant relationships.
- Oversees facility rentals: follows up with all rental inquiries; issues rental quotes, contracts, and BEOs; schedules staff for rentals; maintains accurate rental records and equipment supply inventory; works with Director of Development and Marketing to ensure rentals collateral is updated regularly.
- Serves as liaison for A@L MM Inc. and cafe vendor, ensuring a strong partnership.
- Responsible for overseeing annual license renewals, testing and inspections, and ongoing property maintenance.
- Manages the reservation of spaces (for internal and external needs) and the master calendar.
Financial Operations (25%):
- Serves as the organizational liaison between A@L and the accounting firm, working with the firm to process all accounts payable, receivables, internal invoicing, and bank deposits.
- Manages purchase order process and tracks organizational expenses (including credit card reconciliations).
- Interfaces with grant writer to prepare and submit necessary materials for grant applications (budgets, etc.).
- Prepares annual budget in coordination with Executive Director and staff.
- Supports the preparation of annual audit with the accounting firm.
- Oversees the preparation of monthly financial reports and creates additional reports as needed for grants, projects, and Board meetings.
- Works with accounting firm to present all relevant financial data for approval to the Executive Director and Board Finance Committee.
Administrative Support (20%):
- Oversees the process for ongoing analysis and improvement of organizational systems to improve quality, productivity, and efficiency.
- Manages all general inquiries (phone, email, website forms) and serves as the initial point of contact for all guests.
- Manages organizational infrastructure on Google Workspace, including proper documentation and saving of files (file management).
- Supports the program department's administrative needs, including contract compliance, invoicing, and program scheduling/calendar.
- Manages the clerical operations of all artist and organizational contracts.
- Opens and processes all mail and deliveries for A@L.
- Works with the Executive Director to distribute materials to the Board, Executive Committees, etc.
- Performs other duties as assigned related to accounting, clerical duties, and administrative support to the Executive Director.
HR Management (20%):
- Performs routine tasks required to administer and execute human resource programs, including but not limited to: new hire orientation; compensation, benefits, and leave; performance and talent management; employee recognition; occupational health and safety; and training and development.
- Processes payroll and oversees timesheet collection and documentation.
- Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, and work assessments. This may include safety training, anti-harassment training, professional licensure, and artist contracts.
- Recruits, interviews, and facilitates the hiring process of qualified job applicants for open positions; collaborates with the Executive Director to understand skills and competencies required for openings.
- Conducts or acquires background checks and employee eligibility verifications.
- Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the Executive Director.
- Maintains compliance with federal, state, and local employment laws and regulations and recommends best practices; reviews policies and practices to maintain compliance.
- Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.
Qualifications/Requirements:
- A bachelor’s degree in Human Resources, Business Administration, Finance, or a related field is required.
- At least two years of experience in human resource, office management, or finance role with nonprofit experience preferred.
- Experience budgeting and forecasting and familiarity with business and financial principles; nonprofit financial experience is a plus.
- Excellent verbal and written communication skills.
- Exceptional interpersonal, negotiation, and conflict resolution skills.
- Strong time management skills with a proven ability to meet deadlines.
- Ability to prioritize tasks and to delegate them when appropriate.
- Strong analytical and problem-solving skills.
- Ability to act with integrity, professionalism, and strict confidentiality.
- Thorough knowledge of employment-related laws and regulations.
- Excellent organizational skills with strong attention to detail.
- Proficient with Google Suite or related software.
- Knowledge and use of Quickbooks or other accounting software.
- Proficiency with or the ability to quickly learn HRIS and talent management systems.
- Must have a valid driver’s license.
Physical & Cognitive Requirements
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
- General Activity: The position requires the ability to sit for extended periods while working at a desk, using a computer, and handling paperwork.
- Mobility: Occasional walking or driving is necessary to address building maintenance issues or to visit nearby park facilities to address issues or conduct inspections.
- Event Support involves lifting and moving objects weighing up to 25 lbs (e.g., tables, chairs, and event supplies), assisting with basic AV equipment as needed, and standing, bending, and reaching for extended periods during event setup and management.
- Environmental Conditions: Primarily climate-controlled office. May occasionally work outdoors in varying weather conditions while addressing park-related issues.
Arts @ Large is an AA / EEO employer strongly committed to maintaining a climate supporting equality of opportunity and respect for differences based on gender, culture, ethnicity, disability, sexual orientation, marital status, race, color, religion, national origin, or ancestry, age and lawful activities.
