Administration Manager

Administration Manager

CNY Arts, in partnership with the executive search firm, Scott Healy & Associates, seeks applications and nominations for the position of Administration Manager.

Reporting to the Executive Director, The Administration Manager serves as the internal manager of the organization for a full range of business functions and systems and is responsible for delivering measurable and cost-effective results in line with the mission and values of CNY Arts.

Responsibilities:

1. Coordinate invoice payment via tracking mail and email invoices, checking for accuracy, and creating check requests for Senior Finance Manager; enter monthly check receipt tracking data; periodically research insurance plans and/or provide requested information to insurance companies and facilitate payment; request Certificates of Insurance as needed for grant purposes; track agency donations in coordination with Senior Finance Manager.
2. Design, develop, implement, and evaluate strategies to conserve revenue through cost efficiencies and effectiveness; coordinate office supply orders, including purchases research and tracking receipt of orders in coordination with Senior Finance Manager.
3. Manage specific revenue generating plans that align with the CNY Arts strategic plan and annual priorities under the direction of the Management staff/Executive Director including: assisting Communications in designing Annual Appeal campaign; assisting with creating and editing appeal letter; researching and updating recipient lists; creating snail mail and Mailchimp campaigns as directed, and administering follow-ups; tracking and reporting donations, assisting with press releases/news articles/letters to the editor: contributing information, writing, and/or editing.
4. Coordinate and monitor the annual operations calendar in collaboration with the Executive Director. This includes deadlines for grant applications, final/interim reports, government compliance applications/forms renewals (i.e. SAMS, Grants Gateway, Grants,gov, Statewide Financial System, VendRep, etc.), insurance expiration, annual agency payments, leases, agreements, fundraising drives/annual appeals, scheduled communications and newsletters, CNY Arts events, programs, and services, staff availability (i.e. vacation/personal time) and incorporates planning time. This is in tandem with program staff and leadership.
5. Develop general office administrative systems, policies, and procedures to guide staff and contractors. This may include office equipment maintenance and staff training (i.e., phones, copiers), office orientation for new employees/contractors (how to use calendar, setup email, policies/procedures for notifying staff of emergencies, etc.), and building out the operations manual.
6. Working with program staff, ensure all contractual grant requirements from implementation through final report are met by staff. Ensure staff is aware of and meeting reporting deadlines through meetings and staff calendar. Coordinate or assist in voucher/payment requisition process in a timely and efficient manor – including collecting data; locating and scanning invoices/contracts; inputting data into required forms; arranging signatures, collecting documents, meeting with Director of Grants and Programs and Senior Finance Manager as needed; creating or assisting with final voucher product to email or USPS mail to grantors, following up on payment schedule/process with funders. This includes any CNY Arts funding agreements (i.e., Empire State Development, NYSCA, Onondaga County, City of Syracuse, Market NY, and others as issued).
7. Serve as lead office proofreader. Create and implement an efficient process for staff to proof and edit to ensure deadlines are met.
8. Support grants processes: including assembling grant application packets with staff under direction of Director of Grants & Programs and Executive Director; ensuring timely submission through final grants reports (some editing may be required); researching/reporting information on community programs, agency stats, etc. for grant applications as requested; assisting with writing/reviewing/editing grant applications text.
9. Ensure the staff has an understanding of expectations for administrative compliance; manage SAM, SFS, Grants Gateway, Grants.gov registration renewals; assist with or complete other government forms/verifications as needed.
10. Work with the Executive Director to provide needed information to support the board, finance, and development committees: manage standard board communications and calendar re quarterly, executive, committee meetings, agency news, updates, requests information, input, participation, and signatures; act as liaison to board for Executive Director and Board President; assist board members with requests for information, troubleshooting; prepare, create and/or obtain materials for each board meeting, including agendas, minutes, supplementary reports; assist Nominations Committee by tracking terms, timeline for Officer slate, geographic representation, diversity, etc.; as requested by Executive Director or Nominations Chair, research and collect/distribute prospective Board member backgrounds; coordinate quarterly and executive meetings scheduling, including Doodle polls and board member follow-up, Zoom links; update Orientation PowerPoint and Board Handbook annually and more frequently as needed; create documents and reports to communicate agency program results as needed; new board member onboarding; maintain/update board information – meeting documentation, Zoom recordings, votes, bios, contact lists, affiliation list, photos, etc.; coordinate board recognitions – plaques and awards, newsletter articles; track board giving.
11. Assist Senior Finance Manager, Director of Communications & Marketing and Director of Grants & Programs as directed in their work to monitor and ensure operation budget lines are not exceeded, income goals are met (as appropriate), and data for grant reports and applications are collected.
12. Maintain up-to-date confidentiality and conflict of interest agreements and contact lists for staff and board including emergency contacts, and make sure they are accessible to leadership/staff.
13. Oversee IT and other systems to maximize efficiency. Coordinate research and equipment purchases as needed in coordination with Tech vendor; coordinate MS365/OneDrive user accounts for interns/fellows/new or leaving employees; ensure new staff or volunteers have the equipment and/or updates, programs necessary to perform their duties in a timely manner.
14. Ensure smooth, efficient operation of IT systems on a day-to-day basis. Act as liaison to IT vendor for staff and system’s needs, changes, updates; manage Gmail account information, passwords & troubleshooting as needed.
15. Work with Communications to ensure the website stays current. Help research and update information for Arts Opportunities, OMOT, and Dasher web pages, some Arts News articles and home page carousel.
16. Research and provide staff information re supply and/or equipment purchases – items and vendors.
17. Create and send business correspondence. Create/mail donation thank you letters/emails. Survey creation and/or editing and data presentation may be required – e.g., Audience Survey; On My Own Time Survey; Dasher School Survey.
18. Manages daily USPS mail; reply, distribute, take action as needed; create/manage print requests with county print office and outside print vendors.
19. Other duties and tasks as assigned.

Agency External Communications/Marketing Responsibilities:

1. Events Calendar – Manage Events Calendar queue approvals; troubleshoot populator technical issues; communication with Webmaster; update/communicate guidelines; general communications with populators and potential populators; calendar promotion.
2. Events Newsletter – Track publication, edit/approve drafts, provide some content.
3. Agency Email – Monitor e-mail and create/coordinate responses to the community. Manage information and requests for the info@cnyarts.org, support@cnyarts.org, executivedirector@cnyarts.org, omot@cnyarts.org, and dasher@cnyarts.org email accounts.
4. Facebook – Periodically review CNY Arts Auditions & Classes website page and respond to messages as needed; create communications to posters and respond to issues; meet occasionally with page admins to verify or create page guidelines and discuss page use topics or problems; create posts for CNY Arts page, On My Own Time, and Dasher pages as needed in consultation with Assistant Director of Marketing
5. Assist with special projects and events – Writing or editing, research, planning & promotion; vendor research & coordination; assist with annual awards event planning, preparation and day of event tasks.

Administrative Oversight Responsibilities:

1. Recruit volunteers and interns. Oversee administrative interns and volunteers as needed; provide interns and other staff technology training. When supervising, perform in accordance with the organization’s policies and applicable laws. Assist in planning, assigning, and directing administrative or operational work as needed. Address administrative issues and resolve problems. Solicit internships as needed – including contacting colleges, taking part in internship online events, and responding to requests from potential interns.
2. Working with the Director of Grants & Programs, Director of Communications & Marketing, Senior Finance Manager, and Executive Director, plan and coordinate intern and JobsPlus projects that relate to general office administration/data collection, fundraising, On My Own Time, and other ad hoc projects; onboard interns or assist with the process for other staff members; train and supervise interns and JobsPlus participants as needed – including office orientation, schedule, and project instruction; provide reporting information to interns, colleges, and JobsPlus managers.

Qualifications:

• Undergraduate degree from an accredited university, college, or certificate from trade school; Master’s degree preferred.
• At least three years of experience with an organization that manages over $1Million, or five years of experience with an organization that manages under $1Million.
• Ability to see the big picture and manage day to day tasks in collaboration with Executive Director and others.
• Finance and accounting experience in a multimillion dollar, fast paced environment preferred.
• Arts background preferred.
• A passion for the arts in our community.

About CNY Arts:

CNY Arts’ mission is to promote, support, and celebrate arts and culture in Central New York. At CNY Arts, we believe that a healthy arts industry is essential to the quality of life and community in Central New York. We strive to connect the public to the rich array of arts and cultural opportunities in the area. We provide support and assistance to individual artists and arts and cultural organizations through access to grants, capacity-building assistance, education and training, and promotional services. We serve the counties of Cortland, Herkimer, Madison, Oneida, Onondaga, and Oswego. Our goal is to enhance a greater appreciation for the arts and cultural vibrancy of the region.

Statement on Inclusion, Diversity, Equity, and Access:

CNY Arts, the regional Central New York arts council, has begun a process to look back through its history and evaluate and improve its own programs and services to ensure that equity, diversity, inclusivity, and access in our creative communities are fundamental values and central tenets of our work. We believe:

• Art and creative expression are a universal language.
• Art moves society and creates long-lasting change.
• Art inspires empathy and understanding.
• Art gives voice to and creates spaces for those who have been marginalized.
• Art brings our communities together so we can begin the healing process.

Through our work, we will continue to amplify the voices of our minority and marginalized artists. We will work to listen to minority artists and address their needs.

As the movement for justice and equality continues, CNY Arts is committed to the ongoing practice, reflection, and assessment of being anti-racist and ensuring equity, access, and inclusivity to our diverse artists, audiences, and community.

Salary: $50,000 – $55,000

Application Process:

All correspondence should be directed in confidence to CNY Arts’ executive recruitment consultant:

Danan Tsan, Vice President

Scott Healy & Associates

danan@scotthealy.com

The full and complete application should contain the following information:

1. Cover letter
2. Resume or CV
3. List of three professional reference with contact information

Applications submitted by November 13, 2023 will receive priority consideration. This search will remain open until the position is filled.

CNY Arts is an equal opportunity employer and seeks a diverse pool of candidates for this position.