Executive Administrator / Operations Manager

Girls Write Nashville

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Job Summary

Girls Write Nashville seeks a part-time executive administrator/operations manager to join our team! In this role, we seek a project management, operational processes, and executive tasks superstar who loves administrative tasks and helping others find the most effective and efficient ways to complete collaborative projects and complex tasks while centering effective communication, shared data, and clear expectations.

In this role, you will be working as a direct report to our co-founder and Executive Artistic Director and will be aiding the operations of our entire team including our programming team (MNPS Program Manager and All City Program Coordinator), a small team of administrative volunteers, and grant-writer and accountant contractors.

Job Responsibilities

Operations & General Administration

• Work with ED and volunteer project manager consultant to transition operations into a project management system a la Notion or Asana.
• Exercise ownership over upkeep and team engagement within that system
• Help develop and implement strong operational processes for the organization’s team of part-time staff and contracted artists.
• Assist the executive director in creating replicable project plans with a unified platform of all docs needed for each program.
• Survey and adopt tech tools as needed, including setting up workflow automation within Zapier, to maximize efficiency and practical organization of organization data.
• Manage and delegate to our skilled-volunteers team which includes professionals eager to help with project management, building systems and processes, administrative tasks, and bookkeeping.
• Manage our small office, opening, and sorting mail, and keeping office and program supplies stocked in the office.
• Assist in setting meeting agendas and scheduling meetings of the board and ED.

Filings & Financial Management

• Manage organizational filings calendar including — annual report, 990, and charitable solicitations permit.
• Complete filings and/or liaise with the organization’s accountant to submit filings.
• Manage invoicing, Accounts receivable and payable, and categorize transactions in QuickBooks.
• Work with the organization’s accountant and Executive Director to create and manage operational and program budgets.

Fundraising and Development Administration

• Collaborate with ED and grant writer to determine funding needs and target grants, being the expert on funding gaps in the budget conversation.
• Oversee the grant writing process to make sure the workflow of the contract grant writer in creating grant applications and the executive director in reviewing/approving applications is aligned.
• Aid in the management of donor engagement processes, pulling donor reports from donation management software, and organizing meetings and calling targets for the leadership team.

Human Resources Administration

• Oversee organization program calendar and manage schedules of part-time employees and confirm programs/projects are to be scheduled.
• Coordinate onboarding, offboarding, and schedule management for GWN team members within the payroll platform Gusto

Qualifications

Experience

• 2+ years combined experience and/or education in nonprofit administration and business operations.
• Preference for 3+ years experience/education combination including prior professional experience in nonprofit executive administration.

Skills

• Strong spreadsheet and database skills
• Project management platforms such as Notion, Asana, etc.
• Setting up workflow automation using Zapier
• Strong financial management skills
• Google Suite including Google Sheets, Forms, and Docs
• HR platform and online time clocks (Gusto)
• Fundraising and Donor Management Software (Givebutter)
• Excellent communication and organizational skills
• Strong, compassionate boundaries and respect for others’ boundaries and needs.
• Empathetic people skills and ability to build positive relationships, consensus, and engagement amongst a team.
• Able to positively motivate others to take action on executive tasks and project follow-through.

Qualities

• Embraces and balances a variety of small tasks and larger projects without descending into overwhelm.
• Able to respond to a high volume of requests and emails with effective prioritization.
• Propensity for not just problem solving, but for developing permanent solutions to problems and pain points.
• A skilled communicator is able to both encourage and set boundaries.
• Project management superstar
• Passionate about creating usable and effective operational processes.
• A passion for efficiency, organization, and finding ways to help our community of artists, educators, students, schools and families do their important work with greater ease.

We’re looking for a candidate who aligns with our organization’s mission which: 

• centers girls as important cultural contributors, in trauma-informed creative communities as essential safe spaces for youth development, and in access to arts participation and education as a right for young people
• celebrates an inclusive definition of “girls” that celebrates and welcomes trans girls, AFAB people, nonbinary and gender-expansive students, and anyone who feels they belong in our programming.
• delivers LGBTQIA+-positive, neurodiversity-affirming, and anti-racist programming in alignment with the values of Creative Youth Development and Culturally Responsive Education
• Is a partner in the vision of Community Schools

Additional Information

Benefits

How to Apply

Submit an application online at https://girlswritenashville.org/joinourteam

Details

• Date Posted: September 8, 2023
• Type: Part-Time
• Job Function: Accounting / Financial Management
• Service Area: Arts / Culture
• Salary Range: $25/hr
• Working Hours: 10-15 hrs/wk, M-F