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OPERATIONS ASSOCIATE

Spiral Q is seeking a part time Operations Associate to join our team. The Operations Associate will work both in-person and remotely, reporting to the organizations’ co-directors. They will provide hands-on support including operations and work-flow strategy development, program support, research and analysis, support with financials, meeting/event scheduling & logistics management, and general and external communications. 

The Operations Associate will be responsible for tracking and managing office operations as Spiral Q works out of our temporary space in West Philadelphia and remotely at home. Occasional scheduled evenings and weekends required to staff events. 

 

ROLES & RESPONSIBILITIES 

Administrative Support

    • Individual Giving Support:
      • Cultivation tracking & support
      • Managing donor thanks you letters and mailings
    • File management
      • Managing paper (located in 3 Spiral Q locations) and digital files 

Operations Support

    • Financial systems support: monthly billing, annual audit preparation etc.. 
      • Collect & Prepare Invoices
      • Manage Deposits 
      • Track Credit card receipts
    • Calendar Management & Scheduling
    • Phone & Voicemail 
    • Managing Phone & Internet Service
    • Vehicle management & maintenance tracking 
    • PO Box & mail responsibilities: bi weekly pick ups and scanning
    • Taking & tracking notes for all operational meetings- program, staff, finance & development, communications & administration

Grants Support

    • Prepare attachments
    • Co-managing Grants Calendar with Grant writer & Codirectors
    • Drafting grant application questions as appropriate

Program Support

    • Drawing up contracts for Teaching Artists & project partners
    • Scheduling meetings and events as appropriate
    • Program preparation as needed

Communications Support

    • Work with co-directors to identify administrative tasks that will support external communications 

Board Communications Support

    • Work with co-directors to identify administrative tasks that support board communications

 

SKILLS & EXPERIENCE 

  • Bachelor’s Degree in a relevant field (or comparable and relevant experience: please explain in your cover letter).
  • General familiarity with the arts and heritage fields 
  • Experience with Spiral Q project projects and programs
  • Stellar customer service and interpersonal skills. 
  • 5+ years experience in a client-centric environment. 
  • Strong writing skills. 
  • Strong organizational skills. 
  • Ability to work independently as well as part of a team. 
  • Interest in and knowledge of the cultural sector in Philadelphia. 
  • Proficiency with Microsoft Office Suite and Google Suite required. 
  • Our office is entirely Mac-based: experience with recent Apple OS preferred. Timeline and 

 

COMPENSATION

To Begin: Early October 2021 

Weekly Commitment: Part-Time (average of 20 hours/week) 

Timeline: 6-12 month minimum

Compensation: Salary $20,000 annually [W2 hourly position] 

 

HOW TO APPLY 

Please send in PDF form a cover letter, resume, and three references to jobs@spiralq.org. Applications mailed through the USPS or faxed are not accepted. The deadline for applying is September 7th, 2021. 

Interviews will begin Monday, September 13th with the expectation that a hire will begin working in Early October. The position will remain open until filled. We will be in touch whether you have or you have not advanced to the next round.

Spiral Q is an Equal Opportunity Employer and does not discriminate on the basis of race, age, creed, gender, or sexual identity.

 

WHO WE ARE

Spiral Q is an arts and justice nonprofit organization dedicated to our mission vision and values statements. 

Our community is committed to combating barriers to individual and collective flourishing through resisting language, belief systems, structures, and practices that are designed, whether by intention or accident, to oppress or impede the path to flourishing. We celebrate difference and diversity and welcome anyone willing to engage in the joyful and difficult work of supporting each other and sharing resources. 

Please visit our website at www.spiralq.org.