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Operations Specialist

South Santa Barbara County
Carpinteria
Full Time

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Lynda Fairly Carpinteria Arts Center
Position Description: The Operations Specialist is responsible for support of the daily operations of the Arts Center, and hours are Tuesday through Saturday, including some evenings, and Mondays as needed. The job entails communications, volunteers, facilities, memberships, committee support, and office functions. Supports the following Arts Center program activities: classes & workshops, summer camp, Teen Mural, and special community art projects and events. Serves as the liaison for all Arts Center tours and visitations. Coordinates all volunteers for events, Gallery, Exhibition gatherings, Summer Concert Series, and more.

Responsibilities of the Operations Specialist include:

  1. Support external communications and public relations:
  • Communicate CAC activities/events with volunteers, in a timely manner
  • Store and coordinate publicity in binders for future reference
  • Occasionally create flyers and promotional material, submitted for approval
  • Work with staff, instructors, and performers to ensure the appropriate promotion of events, including on the website, printed fliers, visitor kiosk, and other sites.
  1. Establish and manage the Center’s volunteer program resources for events and Gallery:
  • Build and maintain a successful working relationship with volunteers
  • Create and manage a dynamic volunteer appreciation program, plan bi-annual volunteer appreciation events
  • Maintain a current volunteer list to match resources for needed assistance in the office or for programs and events
  • Function as the Gallery Host liaison by establishing and managing a training program for Gallery Hosts, including writing and updating a Host Manual
  • Manage the Gallery Host schedule and actively work to fill time slots
  • Provide training to include procedures for handling Gallery sales and all cash transactions
  1. Manage the use, maintenance, and rental of the Center’s facilities:
  • Support room/facility reservations and ensure that everything is tracked and coordinated on the Google calendar. Maintain “At a Glance” calendar of all activities occurring at Arts Center
  • Work weekends as required for events
  • Manage facility maintenance/cleaning vendors schedules/contracts (facilities/courtyard)
  • Support the rental of the Arts Center facilities: security/liquor license/cleaning/site liaisons
  • Maintain door key admin spreadsheet
  • Collect all liability certificates with CAC named additionally with all independent contractors
  • Collect all workmen’s Comp Certificates from contractors working on property their own employees
  • Provide all Independent Contractors our contract to be signed
  • Keep all contracts, liability certificates, and worker’s comp certificates in binders on Jobsite

 

  1. Support the Center’s programs:
  • Support the program proposal submission process working with the Program Committee
  • Provide data input for program registrations, and track participants for grant purposes
  • Hold instructor training and communicate all pertinent information to the instructors during the semester
  • Attend Program Committee meetings, work with and support the Program Committee planning future semesters
  1. Support the planning of community events:
  • Support the planning of community events under the leadership of the Executive Director
  • Plan the logistics of scheduled events and arrange volunteer support for events
  • Attain liquor licenses from the Department of Alcoholic Beverage Control two weeks prior to events
  • Collect Event Forms four weeks in advance of any and all events held on the property
  • Utilize checkoff forms to coordinate all details and the organization’s responsibilities
  • Work weekends as required
  1. Serve as an on-site manager of all Center office functions:
  • Administrative – Manage the business administration and operational requirements of the office and assist the Executive Director and Outreach Director with administrative needs
  • Work environment – Help keep office quiet, and conducive to promoting a focused environment for all staff.
  • Phones – Answer all phones and transfer to the required department or take the caller’s information
  • Correspondence – Compose routine correspondence relating to all CAC activities and answer verbal requests in a professional and timely manner.
  • Procedures – Continually create written procedures pertaining to personnel job responsibilities and encourage staff to do the same. Maintain a binder of steps to create Donor Perfect reports, including flags, codes, etc. Procedures should include how we manage cash and our ‘Dual Custody” policy
  • Records – Function as the Custodian of all contracts/agreements / MOUs that the Arts Center enters. Contract administration to include filing all contracts/agreements and the tracking of agreed-upon commitments. Ensure that all volunteers/instructors that work with children on a regular basis have had a Live Scan/fingerprints run with the DOJ / FBI.
  • Tours – Conduct all Arts Centers tours and visitations.

EXPERIENCE AND QUALIFICATIONS

  • Bachelor’s degree preferred, with 2 years experience in non-profits
  • Bilingual skills preferred but not required
  • Experience in operations preferred
  • Proven ability to interact collaboratively with staff, committees, volunteers, community members, donors, and Board
  • Excellent written and oral communication skills
  • Solid administrative skills: an ability to focus, plan, prioritize and follow-through
  • Strong computer Microsoft skills: Word, Excel, PowerPoint, Edge, Outlook, Google Docs
  • Ability to work in a busy and multi-faceted, and nonstandard workplace
  • Ability to represent the Arts Center to the public and interface with broad and diverse groups
  • Must have own transportation
  • Must pass a background check- Live Scan/fingerprints run with the DOJ / FBI

 

TERMS

Status:  Non-exempt full time

Reports:  To the Executive Director

Salary range:  $20 – $25/hour depending on experience and qualifications

Start date:  On or about early to mid April

Work schedule: Tuesday through Saturday

Fully Covid vaccinations required

Work located in Carpinteria, CA, and not a remote position

 

To apply:  Please send a cover letter, resume, and three professional references to jobs@carpinteriaartscenter.org no later than Friday, March 11, 2022. Please no phone calls or drop-ins.

 

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