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Director of Operations

Indianapolis Art Center
Indianapolis, IN
  • Expired: over a month ago. Applications are no longer accepted.
Job Description
 

Position Summary

The Director of Operations oversees the day-to-day operational functions of the Indianapolis Art Center, including supervising guest services – the primary point of contact for all students and visitors to the campus; managing Information Technology, office systems and office equipment; coordinating the volunteer program, and oversight of campus security.  This position also provides direct supervision of the facilities staff, interacts with vendors, and informs neighbors of the Art Center’s major events.

Leads Guest Services Department Functions

  • With assistance from the Guest Services Lead, responsible for departmental budgeting, hiring, training, team scheduling, team member reviews, and timecard approvals
  • Serves as backup to guest services when needed
  • Maintains and troubleshoots class registration software (currently ActiveNet) database and develop new SOPs as needed
  • Ensures Guest Service supplies & First Aid needs for Art Center are purchased
  • Processes daily Front Desk Reports for Finance Department, and manages and codes office and operational invoices 
  • Works to continually improve guest relations by obtaining feedback, discussing ideas on current or possible SOPs, reviewing challenges and success stories, updating guest services training and the resource guide

 

  • Oversees incoming phone calls: provides necessary information or direction to appropriate contact, and updates the phone greeting for between semester hour changes, events and closures
  • Works with students to assess needs and register them for classes 
  • Works with Education & Marketing to send reminders, cancellations, changes and updates to customers and students
  • Ensures timely open and close of the facility (daily): arm/disarm security alarm, lock/unlock doors, turn on/off lights, cash register open/closing processes and technology-dependent art works
  • Handles cash register sales of class registrations and supplies, merchandise, exhibition artwork, studio rental payments, gift certificates and tickets to IAC events
  • Accurately processes data entry functions: contact information, payments, refunds, transfers, discounts, memberships, and adjustments
  • Accepts, records and disperses packages, mail and materials delivered daily
  • Ensures appropriate students, faculty and guests have access to necessary materials and rooms within the building
  • Supports co-workers in information sharing and empowers them during challenging customer service interaction

 

Manages Day-to-Day Administrative Office needs 

  • Creates & maintains professional look and appearance of the office, meeting rooms, and kitchen
  • Maintains organization information, mail rooms and front desk services, and activates/deactivates email accounts
  • Orders supplies for kitchen area
  • Purchases, organizes, and maintains office supplies and postage meter supplies
  • Oversees organization of office files and storage systems in concert with staff
  • Manages mail collection and distribution
  • Records checks received and distributes them as appropriate 
  • Manages disposal of confidential information 
  • Collaborates with Events and Exhibitions concerning storage needs 
  • Participates in All Staff Meetings

 

Manages all office systems and equipment (computers, phones, copiers, faxes, postage machine, etc.) 

  • Serves as primary contact for all technical issues, concerns, and troubleshooting 
  • Maintains IAC technology inventory
  • Researches and recommends office equipment purchases and upgrades
  • Participates in negotiations of contracts for office equipment with Finance Department
  • Ensures regular maintenance is performed on equipment as specified in contracts
  • Serves as main contact to IT Service Providers to ensure all networks, stations, and phone systems are integrated and operational
  • Responsible for security systems (alarm and cameras) and related IT connections.
  • Acts as primary liaison to phone vendor to set up users and manage access

 

Assists in Human Resource functions

  • Sets up new staff with appropriate passwords, phone numbers, email address, mailbox, office instructions, copier codes, etc.
  • Provides training to staff on the operation of office equipment

 

Leads Facilities Functions

 

  • Responsible for physical appearance of facilities and grounds, including cleaning and maintenance, and management of facilities team
  • Ensures compliance with all governmental and local safety codes and required equipment
  • Responsible for departmental budgeting, hiring, training, team scheduling, team member reviews, and timecard approvals
  • Development schedule of major capital expenditures
  • Oversees contracts for outside labor
  • Coordinates with Special Events, Education, and Exhibitions departments on set ups before and cleaning following special events
  • Responsible for building and grounds security
  • Maintains records of all building systems and layout, including blueprints
  • Occupies a lead role in any capital campaign projects

 

Additional Job Functions as needed

 

  • Assists with preparation for upcoming Indianapolis Art Center events
  • Attends all major Art Center events
  • Assists with inventory of IAC merchandise
  • Interacts with students and guests providing insight to current exhibitions, OutReach projects and ArtsPark exhibits
  • Assists with artwork pick up with artists, students and purchasers after exhibit closes or class ends
  • Meets with other departments on an as needed basis

 

Knowledge and Skill Requirements

  • Excellent writing and verbal communication skills
  • Strong computer skills and familiarity with office software (including Office and Windows) 
  • Ability to thrive in a team environment
  • Strong organizational and planning skills 
  • Proficiency in office equipment management (phones, IT station set up, alarms, cross-system linkages, etc.)
  • Familiarity with basic office equipment 
  • Facility Management experience preferred
  • Supervisory experience preferred

Education and Experience

  • At least 3 years’ experience in office administration, facility management or related field required
  • Experience in non-profit administration preferred

Physical Requirements and Working Conditions:

 

  • Works primarily indoors in office environment 
  • Individuals must be able to move freely about the work site, lift and carry 25 lbs. several times daily 
  • Individuals must be able to communicate effectively both orally and in writing 
  • Must be available to work some nights and weekend hours
  • Must have a valid driver’s license and driving record 

 

Employees must pass a criminal background check prior to employment.

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The undersigned has read and understands the requirements of the position and (check one):

_____ can perform the essential job functions of the position without any accommodation.

_____ ­can perform the essential job functions with certain accommodations.

He/she also understands that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the position. Further, this job description is not intended to be a contract for employment. 

 

Name:  ________________________________________________   

Signature: _____________________________________________  Date: _____/_____/_______

 

Indianapolis Art Center

Address

Indianapolis, IN
46220 USA

Industry

Business

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