Material Institute

Jobs // Operations Coordinator

Organization: Material Institute
Position : Operations Coordinator
Hours: Begin part-time (20 hours) to grow to full-time (40 hours), 12 month employee
Accountable to: Team – MONA Advisory Committee and Material Institute Program Directors
Salary: Commensurate with experience; comprehensive benefits package included when full-time
Anticipated Start Date: October 2020

General Description

 Material Institute seeks a part-time (20 hours) Operations Coordinator to oversee aspects of financial, administrative, and managerial operations including bookkeeping, developing and implementing systems, residency program management, liaising with HR and legal consultants, archiving project documentation, and external communications. This position is anticipated to become full-time as we return to pre-Covid-19 operations.

We are a growing organization and currently have a small, very hands-on staff working across many areas of operations. We’re looking to add another team member to enthusiastically do the same. We seek to develop as an anti-racist, multicultural institution with a a non-hierarchical structure. Personal and peer-to-peer accountability is desired and expected.

Qualifications

Proven success working in an administrative, organizational, communications, or managerial role, with any relevant formal qualifications being desirable. Prior experience maintaining a general ledger and a good understanding of basic accounting principles.  Extremely organized with the ability to prioritize and manage multiple responsibilities. Exceptional communication skills (written, verbal, and interpersonal) required to engage with department directors, students, neighbors, resident artists, and external contractors. Ability to communicate within the aesthetic of the project for internal and external reporting.

Candidates should know or have the ability to quickly learn Xero accounting software. Have good to great Excel and Google Sheets; Word and Google Sheets; and Google Drive skills. Knowledge of, or desire and ability to learn InDesign is a plus. A basic understanding of WordPress is another plus.

The Operations Coordinator must manage working with MONA’s Accountant in Australia (Huge time difference!) and have the patience and a desire to contribute to a developing, young organisation that is ever expanding.

Anti-racist training by the People’s Institute for Survival and Beyond is required after hire unless previous workshop attendance is proven.

About Material Institute

Material Institute is a progressive arts center in New Orleans’ 9th Ward providing resources to a new generation of New Orleans’ artists. It is a project of the Museum of Old and New Art (MONA). We are a learning environment that serves as a space for community, creative experimentation, and expression.

Material Institute operates three programs – a fashion and textile design program, a recording arts residency (The Embassy), and an urban food garden (24 Carrot Garden). We are soon adding a Photo and Video program and Artist Residency Program.

How to Apply

Interested candidates, please send résumé, cover letter, three references to jobs@materialinstitute.org  with Material Institute – Operations Coordinator Position in the subject line. Please submit all documents in pdf format. Applications will be accepted and reviewed on a rolling basis until the position is filled.

Education

Successful candidates will have:
– High School diploma
– Bachelor’s degree

Benefits (available at full-time)

– Health insurance
– Dental insurance
– Vision insurance
– Paid time off
– Parental Leave
– Professional Development Assistance

Financial / Bookkeeping

Track income and expenses. Record the financial transactions in bookkeeping software (Xero). Liaise with MONA accountant on Accounts Payable topics. Reconcile bank transactions. Check figures and report for accuracy, reporting any irregularities in data to MONA accountant. Prepare lists of suppliers to be paid. Arrange payment of accounts. Assist MONA Accountant with cash flow forecasting by keeping a detailed ledger of anticipated spending and timing.

Administrative

Develop and implement organizational systems for the entire project. Standardize and improve existing systems across all programs. Collate agenda items from all departments for weekly meetings. Take minutes at meetings. Contribute to determining next steps and setting meetings to drive forward initiatives. Manage the main calendar. Update events calendar. Maintain record of assets. Maintain legal documents for property titles, insurance, and other contracts. Manage contracts for use of location. Order supplies. Coordinate deliveries. Manage cleaning of facilities and cleaning contracts. File participant and staff agreements.

Artist Residency Manager

 Liaise with consultant for artist contracts. Coordinate resident travel, arrival and departure. Procure supplies for the residency program.

Communication

Serve as the hub for external communications. Develop and maintain knowledge of all programming for inquiries. Manage physical mail and email to info@materialinstitute.org . Create press releases. Proof copy for external communications. Liaise with outside consultants. Create signage to communicate Material Institute activities internally.

Human Resources

Complete bi-weekly payroll. C oordinate entry of timesheets and maintain employee records. Maintain independent contractor ledger. Ensure compliance with state and federal tax obligations. Liaise with HR consultant for staff and intern recruitment, staff contracts and handbooks.

Archive

Further develop and maintain an archive of department photo and video documentation, external artist proposals, department programming proposals, architectural plans, and press.