Operations Associate / Operations Manager

Full job posting: https://tinyurl.com/NTP-Ops-Gig

Operations Associate ($45,000) or Operations Manager ($55,000)

About the Organization:

Mission: Native Performing Arts Network (NPAN) seeks to improve outcomes for Native people by improving representation, actively supporting storytelling sovereignty, and enhancing the American theater ecosystem’s cultural competency in producing Native stories by Native artists. We do this by centering Native writers and creators, working collaboratively with sovereign tribal nations and urban Native communities, and fostering intergenerational connections among Native artists.

Native Performing Arts Network (NPAN) is a new non-profit organization, currently operating under the fiscal sponsorship of Bag&Baggage Productions in Hillsboro, Oregon, the most diverse city in Oregon, and part of the Portland metro. NPAN brings several programs – new and old, including the Arts Learning Project for Native Youth (ALP4NY) – under one umbrella. NPAN seeks to increase the visibility of Native stories and Native people by supporting Native artists with community, career, and personal growth opportunities, and by connecting theaters with Native creative leaders.

Job Description:

The Operations Associate/Operations Manager is a year-round, full-time, permanent position, responsible for day-to-day operations, implementation, logistics, and project management.

What You’ll Do:

Assist the Creative Director, Artistic Fellow, Tribal Liaison in operational planning and day-to-day execution of business activities for NPAN’s artistic activities. Artistic activities currently include collaborative productions, new play development activities, leadership development activities, multiple university partnerships, a summer camp, a spring camp, and in-class programming with NAYA’s Many Nations Academy, among others.

More about the position:

The Operations Associate/Operations Manager is a new position, responsible for bringing in technical expertise of day-to-day operations. The Operations Associate/Operations Manager is critical to setting up long-term, accurate, and efficient operational processes and organizational systems, and solidifying policies and procedures. The Operations Associate/Operations Manager will also take on daily administrative tasks to assist the artistic team in fulfilling programmatic objectives and ensure the success of NPAN’s programs and mission-driven activity. The Operations Associate/Operations Manager will coordinate with our fiscal sponsor on day-to-day finances and operations (i.e. bookkeeping, reporting, insurances), and set up systems in preparation for organizational independence.

The Operations Associate/Operations Manager will be supervised by and work closely with the Creative Director.

SPECIFIC RESPONSIBILITIES

Finances

• Under direction of Creative Director, work with staff to create organizational budget
• Work with fiscal sponsor to develop income and expense reports at monthly and quarterly intervals and on request
• Properly document and classify all income and expenses in accounting system
• Conduct monthly bank reconciliations

Systems and Operations

• Assist Creative Director in management and operational duties
• Work with the Leadership Team to identify and implement organizational systems and processes that support a transparent, collaborative, and engaging work environment in a hybrid setting.
• Assess technological needs of team and recommend tools, including document management, then create processes to ensure tools are updated and used effectively across teams.
• Review and maintain all subscriptions, equipment, and other operations-related items and activities, in collaboration with other staff, and address issues with software, technology, and hardware
• Assist in the development, implementation, and evaluation of strategic plans and program goals, including evaluation metrics
• Maintain organizational records, including contracts, insurance policies, and compliance documentation.
• Other duties as requested and assigned

Administration, Fundraising and Project Management

• Represent and promote the mission and vision of Native Performing Arts Network to the public, peers, and other stakeholders
• Use project management software to create task assignments and track weekly workflow, reporting on project goals and deadlines to Creative Director
• Attend meetings, take meeting notes, and develop work plan assignments from action items
• Support external organizational communication functions as needed, which may include sending out newsletters, updating website, drafting emails, and more.
• Work collaboratively with fiscal sponsor to manage the CRM (CueBox), and/or work to set up our own CRM (possibly Neon One/Arts People), including student, audience, volunteer, member and donor data.
• Attend occasional programs and events off-site and after hours as required
• Arrange space for all programming, including coordinating with fiscal sponsor or other partners
• Track grant fulfillment metrics and provide fundraising support, such as pulling reports and preparing grant final reports

Compliance

• Coordinate compliance-related processes and documentation, including but not limited to employment regulations, onboarding, taxes, grant materials, insurances, and other legal requirements
• Assess, place, and renew organizational insurance policies

Board Support

• Assist in preparation of materials for board meetings, including agendas, meeting minutes, and financial and programmatic reports
• Schedule board meetings and board committee meetings; track board attendance and take notes during meetings
• Maintain roster of board members with affiliations and committees

QUALIFICATIONS

Native Performing Arts Network recognizes that individuals have diverse life experiences and trajectories that may qualify them for this role. The qualifications listed below are simply a guideline, and we encourage those who do not meet them all but believe they are a great fit to apply anyway.

The ideal candidate will have a high level of attention to detail, and be eager to turn big picture goals into an achievable operations plan that appropriately and responsibly promotes the financial and administrative health of a small arts organization, while also supporting the overall health and well-being of artists and staff who work with the organization. The ideal candidate will be mission-driven and interested in the ecosystems and communities of arts engagement in Native American communities, reservation/rural and urban. NPAN has a national reach, serving artists and youth from Shinnecock Nation to Hawai’I, focusing on the Pacific Northwest, and based in the Portland, Oregon metro. They will also share in our commitment to Native health and wellness, collective and individual healing, and the values of access, equity, and collaboration.

Background

• Cultural competency in working with Native American populations is a must.
• Experience with diverse Native populations, with multiple tribal nations, and/or with both reservation and urban communities a big plus. We recognize and appreciate that applicants may have either deep connections (ie, if you worked for your tribe) and/or broad connections (if you worked for a Native-led organization that served multiple Native communities), or both, and encourage all applications. Community connections with Portland’s urban Native population a plus.

Financial Skills

• At least two years of experience in nonprofit financial administration, demonstrating progressively greater responsibility and understanding of financial processes
• Experience in budgeting and planning, tracking, reporting, and cash flow
• Knowledge of nonprofit financial tools and software
• Experience with non-profit audit cycle and process a plus

Technical Skills

• Knowledge of Quickbooks or other accounting software; ability to work with Quickbooks Online platform and other financial tools
• Proficiency with Google Drive Suite, Microsoft Office Suite, especially Excel, Word, presentation software; fluency in a project management software and experience with Asana; experience with CRM and database tools a plus

Administrative Skills

• Ability to collaborate, ask clarifying questions and define project parameters
• Strong project management skills, from design to execution
• Strong organizational, administrative, and time management skills with attention to detail

Character and Motivation

• Experience in horizontal groups that continually seek to find a balance between self-initiating work and consensus processes
• Comfort with a work calendar that cycles between short-term, production-paced environment with tight deadlines and longer-term projects with less immediate deadlines, and have the ability to work efficiently and self-directed in both
• Committed to individual healing as well as collective healing, with a commitment to sticking through conflict to get to resolution in a healthy way; experience managing conflict in communities holding a lot of trauma a plus
• Background in the performing arts (particularly theater) is a plus.
• Previous experience in operations, finance, or event coordination within a performing arts or nonprofit setting preferred.

Work Environment

• The noise level in the open-space work environment varies

COMPENSATION

The salary for this position is $45,000 (Operations Associate) - $55,000 (Operations Manager) a year, plus health and dental benefits. This is a full time, exempt, permanent position, and requires residency in Oregon, with a strong preference for Portland, Oregon metro.

SCHEDULE

The hours for this position are Monday to Friday from 10:30 am to 4:30 pm, with occasional evenings and other hours for events and openings. The position is on-site 2-5 days a week.

HOW TO APPLY

To apply, please send your resume to: jobs@nativetheaterproject.org and answer this question: how do you connect to Native Performing Arts Network’s mission? Please put the title of the position in the subject line.

Applications will be accepted on a rolling basis until the position is filled. Finalists will be notified by Native Performing Arts Network. No phone call or email inquiries, please.

Native Performing Arts Network is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, gender, age, ability, origin, sexual orientation, religion, familial status, arrest or conviction record, or military status, among other factors. Candidates from underrepresented backgrounds or with non-traditional experiences who otherwise would be deterred from applying are highly encouraged to submit an application.

Medical and dental benefits

The hours for this position are Monday to Friday from 10:30 am to 4:30 pm, with occasional evenings and other hours for events and openings. The position is on-site 2-5 days a week.

English - fluent

Ability to speak language(s) Indigenous to North America a plus