KULARTS Operations Manager

Position Title: Operations Manager

FLSA status: Non-exempt (hourly)

Hours: Full-time, 32-40 hours per week

Hourly Rate: $25.00 - $32.00 per hour

Location: Hybrid, San Francisco, CA (must be located in the San Francisco Bay Area)

Reports To: Executive Artistic Director

About KULARTS

Founded in 1985, Kulintang Arts, Inc., now known popularly as KULARTS, is the premier presenter of contemporary and tribal Pilipino arts in the United States. Through four decades of service, KULARTS has grown into a leading elder arts organization, uniting generations of artists and community activists in a common effort to build a collective space and sense of belonging. KULARTS creates work that makes visible the contributions of Pilipino Americans and creates room for cultural continuity and knowledge.

Position Overview

The Operations Manager oversees daily organizational operations, financial coordination, HR support, grant administration, and systems management to ensure efficient and compliant nonprofit operations. This position supports staff, artists, volunteers, and community partners through strong organization, communication, and project management within a fast-paced arts and community-centered environment.

Key Responsibilities

Organizational Operations

• Oversee daily administrative functions and office management, including logistics involving consultant contracts & rental agreements, invoices, data entry and accurate files & data storage, and other general administrative tasks to ensure KULARTS operations run smoothly on a day-to-day basis.
• Continuously improve internal systems, workflows, and policies that Develop, document standard operating procedures, and support the fast-paced nature of KULARTS.
• Work with bookkeeper, Board treasurer, and tax accountant to ensure organizational compliance with nonprofit regulations, including state and federal filing requirements and maintain accurate records for audits and board review Proactively identify and resolve obstacles and barriers to support efficiencies for the artistic and administrative staff and contractors.

Finance & Budgeting

• Monitor program and production-level budgets and maintain accurate bookkeeping using tools such as Quickbooks.
• Support in the maintenance of KULARTS’ annual budget and reporting.
• Support the KULARTS bookkeeper in processing invoices, reimbursements, expenses and reports in a timely and organized manner.
• Oversee payroll processing for staff and conduct regular timesheet audits to ensure accuracy and policy compliance.
• Track grants and restricted funds in coordination with the Executive Artistic Director, Program Manager, and bookkeeper ensuring funds are spent in accordance with donor and funder requirements.

Human Resources & Volunteers

• Manage the employee lifecycle for staff including job postings, candidate scheduling, onboarding and offboarding logistics.
• Coordinate staff, contractor, volunteer, and various stakeholders scheduling facilitate proactive communications.
• Manage volunteer recruitment, scheduling, communications, and training for various programs cultivating a welcoming and values-aligned community.
• Maintain accurate and organized personnel records in compliance with applicable labor laws, and KULARTS HR policies in collaboration with the board of directors.

Systems & Reporting

• Maintain and optimize databases and CRM tools (e.g., Salesforce or Airtable) to ensure accurate records.
• Work with bookkeeper/accountant and Board Treasurer to Generate reports for board members, and funders (including financial reports, audience/enrollment data, ticket sales, donor engagement, program outcomes,etc. ).

Fundraising and Grants Administration

• Manage grant and application submission process, administration and reporting including, but not limited to, tracking deliverables, compiling documentation, preparing narrative reports and financial reports in collaboration with the KULARTS grantwriter and Program Manager.
• Manage government and foundation grant compliance and platforms.

Other General Administrative Support

• Assist in maintaining positive and productive relationships that advance the organization’s mission and community presence with community partners, artists, arts organizations, and other stakeholders.
• Other administrative duties, as assigned.

Required Qualifications

• A minimum of 3 years of progressive operations, administration, or nonprofit experience, preferably within an arts organization.
• High school diploma. Bachelor’s degree preferred or equivalent professional experience.
• Able to work a 9am-5pm, Monday through Friday standard work week schedule, with occasional nights and weekends, as needed.
• Demonstrated experience managing budgets, financial reporting, and basic bookkeeping, with the ability to learn accounting software (such as Quickbooks) effectively.
• Comfortable learning and utilizing online platforms such as Google Workspace, CRM Databases, website and online marketing tools.
• Strong ability to manage multiple and competing priorities and deadlines in a fast-paced working environment.
• Strong organizational and project management skills.
• Excellent interpersonal communication skills (written and verbal), with the ability to collaborate effectively.
• Demonstrated ability to navigate Pilipino American cultural values, community structures, and intergenerational dynamics to build trust and communicate meaningfully and effectively across immigrant and American-born generations.

Preferred Qualifications

• Experience working in arts organizations and working with artists.
• Familiarity with nonprofit compliance and grant funding/reporting.
• Knowledge of tools like QuickBooks, ArtsPeople (NeonOne), Mailchimp, and Squarespace
• Conversational skills in a Pilipino language.

Eligible for Medical, Dental and Vision.

English proficient, conversational skills in a Filipino language preferred.