Operations Manager (Consultant)

Schedule: Full-time mid-August/September through June 2026, then part-time through November 2026

Duration: 14 month contract role through November 2026

Deadline to apply: July 25th, 2025. A Google Account is required to upload and finish this application.

The Medina Triennial seeks a detail-oriented and proactive Operations Manager to support the administrative backbone of its inaugural edition. The role is crucial in ensuring smooth coordination between the curatorial vision, external stakeholders, and the board.

The Operations Manager will be responsible for maintaining project schedules and partner communications, ensuring that key milestones, stakeholder reviews, and public-facing deadlines are met. They will also manage financial documentation, coordinate institutional reporting, and ensure a smooth information flow across the team. Residency within New York State is required.

Budget and Financial Tracking

• Maintain and update project budgets in coordination with the Executive and Co-Artistic Directors and Head Producer
• Track expenses and vendor payments across departments; flag discrepancies with the bookkeeper and advise on reallocations
• Coordinate billing documentation, receipts, and invoice approvals
• Prepare financial reports for funders, sponsors, accountant, and oversight bodies

Business Administration

• Maintain a master project schedule across curatorial, production, outreach, and fundraising teams
• Coordinate internal deadlines and deliverables for staff, consultants, and external partners
• Ensure timely follow-up on tasks and outstanding decisions
• Support the creation and organization of contracts, timelines, and reporting systems
• Track and assist with funding and research
• Maintain project dashboards (e.g., in Notion)
• Assist with tracking non-profit compliance requirements

Communication and Oversight

• Serve as a communications liaison between leadership, board, and fiscal/oversight entities
• Co-reports to the Board and the Executive and Co-Artistic Director

Qualifications

• Minimum seven years of experience in project management, arts administration, cultural programming, or related fields
• Demonstrated success managing complex budgets and timelines
• Excellent organizational skills with attention to detail
• Clear and confident communicator, adept at cross-team coordination and follow-through
• Strong fluency in tools such as Excel/Google Sheets, Notion or equivalent, as well as Quickbooks
• Experience working with nonprofit or public sector funders a plus
• Ability to work independently
• Ability to travel to Medina as needed, although role is mostly remote
• Familiarity with contemporary art and cultural production strongly preferred

Consulting services over the 14-month term will be compensated at a total fee of $80,000–$90,000.