Finance & Operations Manager

BAX/Brooklyn Arts Exchange

Finance & Operations Manager Full-Time, Permanent, Non-Exempt Position

Start Date: September 2, 2025 (paid training begins late August)

Reports to: Co-Executive Director, Finance & Operations

Location: Brooklyn, NY (in-person role with flexibility)

Salary: $55,000-60,000 (commensurate with experience)

Schedule: 40 hours/week, typically 9am–5pm or 10am–6pm. Some evenings/weekends are required around special events or productions (scheduled in advance with flex hours).

Location: This is an in-person position with flexibility for occasional remote work. The main location is at 421 Fifth Avenue in Park Slope, Brooklyn, with some office time scheduled at its Annex space located at 80 Hanson Place, Downtown Brooklyn.

Benefits:

• Medical insurance (with pre-tax employee contribution) or cash in lieu (with proof of other coverage)
• Voluntary pre-tax employee-only benefits including: Flexible Spending Accounts (Medical and/or Dependent Care, Commuter benefits, 403(b) retirement plan
• Free or discounted BAX programming including rehearsal space.

Paid Time Off:

• 2 weeks in August during staff-wide R&R
• 1 week between December 23 and January 1
• 5 vacation days in first year (accrued after 90 days of consecutive employment)
• 10 Federal holidays
• 40 hours of sick pay

About the Role

The Finance & Operations Manager works in close collaboration with the Co-Executive Director, Finance & Operations, to ensure the smooth daily functioning of BAX’s financial systems, human resources, space and facilities management, data integrity, and administrative operations. This key position works closely and collaboratively with the Education, Artist Programs, and Production Teams to support the smooth running of BAX’s operations.

KEY RESPONSIBILITIES:

Finance & HR

• Bookkeeping (A/R, A/P): processing deposits, bill payments, invoicing (tuition, rentals, contracted services), and reconciling credit card statements
• Support HR functions: tracking employee paperwork, administering benefits (ie, commuter), approving timecards, and assisting with payroll via ADP WorkforceNow
• Support audit preparation annually
• Assist with budget tracking across programs, marketing, and events
• Support administration of the Fiscal Sponsorship Artist Program
• Reconcile and manage petty cash
• Support hiring processes (posting jobs, scheduling interviews)
• Liaise with insurance brokers and secure certificates of insurance (COIs)
• Conduct vendor research and communication as needed
• General administrative support as needed

Operations & Facility Management

• Serve as database administrator with the Co-Executive Director for its Salesforce CRM, including integration with platforms such as Amilia (registration, rentals) and Give Lively (donations)
• Co-supervise the Operations Team, including: Part-time Facilities Associate, Part-time Operations Associate, 5-6 front desk staff
• Oversee operations with the Operations Team at both BAX locations (421 Fifth Ave in Park Slope and 80 Hanson Pl in downtown Brooklyn), including systems and procedures for box office, space rentals, class registrations, and facility protocols
• In collaboration with program departments, coordinate programmatic space usage and special rental scheduling with the Operations Associate
• Act as “on call” staff as needed with the Operations team
• Recruit and supervise interns
• Other duties as assigned

Development Operations

• Enter and acknowledge donations (individual and institutional) in Salesforce
• Support auctions and raffles: item solicitation, third-party platform management, event logistics
• Assist with planning and implementing fundraising and special events: budget tracking, volunteer recruitment, logistical support

Organizational Participation

• Attend tri-weekly staff meetings
• Participate in organization-wide events and fundraising activities
• Engage in professional development and training opportunities

Qualifications

Required:

• Experience in bookkeeping and/or operations
• Strong tech literacy and comfort in learning new systems and software
• Exceptional attention to detail
• Ability to manage multiple priorities, take initiative, and follow through
• Punctual and dependable
• Strong interpersonal skills and ability to work with and supervise staff
• Strong interest in performing arts and community-based work
• Comfort working in a multi-generational, diverse environment
• Ability to lift 25-35 pounds (ie, office/event supplies, tables and equipment, education equipment and props, etc)

Preferred Skills:

• Proficiency with QuickBooks and Salesforce (or other similar software).
• Familiarity with platforms like Give Lively, Amilia, Submittable, and Eventbrite.

APPLICATION PROCESS

To Apply please send the following materials (PDF preferred) with subject line “Finance & Operations Manager_YOUR NAME” Attn: Vanessa Adato, Co-Executive Director, Finance & Operations, via email to search@bax.org.

• A cover letter including why you are qualified for this position and how BAX’s mission aligns with your career goals and pursuit of this particular opportunity.
• A current resume highlighting your related experience.
• References will be requested prior to the second interview invitation (if applicable).
• Due to the anticipated number of applications, we can only contact those selected for initial interviews.

Timeline:

We aim to interview potential candidates in late June/early July either in person or via Zoom. A second interview will be scheduled for selected candidates, ideally in-person. The anticipated start date is September 2nd, with paid training scheduled during the last week of August (August 25-29).

About BAX

BAX/Brooklyn Arts Exchange is a nearly 35-year non-profit multigenerational arts organization that nurtures creative expression and artistic process through education, residencies, and performance at the intersection of arts and social justice. We prioritize racial and cultural equity, accessibility, and collective power-building.

BAX’s staff and board engage in ongoing conversations about how race, class, gender, sexual orientation, and other identities affect access, representation, and experience within our programs and services.

We are an equal opportunity employer and strongly encourage applications from people of color, LGBTQIA+ individuals, disabled individuals, and others from communities historically underrepresented in the arts. We are committed to a work culture rooted in equity, care, and mutual accountability.

Visit www.bax.org to learn more about our mission, community, and programs.

Note on Accessibility: BAX’s main facility at 421 Fifth Avenue is located on the 2nd and 3rd floors and does not currently have elevator access. Our Annex space at 80 Hanson Place is fully wheelchair accessible.