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Office Manager

New Art Center
Newton, MA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Office Manager

We have an exciting opportunity for a full-time hourly Office Manager to join the dynamic staff at the New Art Center. New Art offers a supportive culture that takes art and artists seriously. We serve over 2,500 students annually in hundreds of classes and workshops. Our faculty includes some of the region's most esteemed art educators. In two facilities that are welcoming and conveniently located, as well as online, we offer an inclusive, multi-generational approach to art education that has served children, teens, and adults at all skill levels since 1977.

The New Art Center in Newton, Inc. seeks an Office Manager to provide operational support of the Center, which includes classroom and exhibition spaces in two separate facilities in Newtonville as well as overseeing operations including bi-weekly payroll and HR administration, purchasing, accounts payables, and receivables, managing and maintaining office equipment, assisting with registrations and phone support. This position requires a high-energy, engaging, proactive problem-solver who will foster positive office dynamics and represent our organization in a completely professional and student-focused manner.


· Manage time reporting and electronic submission of payroll for all staff of 10+ and faculty of 40+. Collect hours worked for volunteers

· Manage payments for 1099 contractors, including models and New Art Shop artists

· Liaise with bookkeeper for weekly reconciliation

· Manage bank deposits and credit card vendor accounts

· Manage receivables and payables including problem resolution, timing of payments and setting up vendor accounts

· Monitor financial accounts and cash flow

· Assist with end-of-year financial audit and preparation of Cultural Data Project Report

· Process other Audits as needed

· Maintain schedule for staff coverage of building during open hours including educational and gallery events

· Negotiate contracts and manage vendor relationships including maintenance, waste management, internet, snow removal, janitorial service ADT alarm, etc.

· Administer telephone, e-mail, and IT systems and interface with consultants

· Manage/administer IT support

· Maintain regular computer backup protocols. Manage all upgrades to equipment

· Manage inventory and ordering of office supplies

· Manage rental inquiries, events, and associated city permit processing

· Manage periodic health, safety, and entertainment permitting with City of Newton

· Assist office staff with Quick database (or similar) and IT questions

· Assist with registrations, exhibitions, and events as necessary

· Manage community outreach events including Newtonville Village Day and similar

· Conduct onboarding for all new staff and faculty including paperwork processing, ongoing maintenance of employee files

· Manage annual internal HR requirements for staff and faculty, including keeping track of PTO for staff

· Manage changes & updates to HR policies and roll out of new policies

· Liaise with HR contractor as needed

· Other duties as assigned

Experience and Requirements

· Bachelor's degree preferred

· 3 - 5 years of experience in office management including HR, payroll, and accounting

· Excellent Microsoft Office and Google Suite skills required

· Basic HTML, coding, and WordPress/website maintenance experience

· Knowledge of Quickbooks and basic accounting principles

· Database familiarity/experience

· Excellent organizational skills and attention to detail

· IT skills and ability to troubleshoot

· Excellent written and verbal communications skills

· Prior experience in the art community a plus

· Some evenings and weekends required

· TIPS certification or ability to become TIPS certified

· A positive, helpful attitude and friendly etiquette while talking to our students, faculty, vendors and the public

· Exceptional ability to multi-task and remain focused in a collaborative office space and high energy studio environment

· Ability to take initiative, and to be self-directed, and work alone when necessary

· Ability to maintain confidential information

Salary $40 -$48K annually plus benefits

New Art Center offers generous paid time off, healthcare stipend, and potential for bonuses and short-term disability insurance. New Art Center will also pay for one mutually agreeable New Art class per semester, beginning three months after employment. Free parking is also available.

To Apply:

Interested candidates, please forward your resume and cover letter to

New Art Center is committed to creating a diverse environment and is proud to be an equal opportunity employer and unequivocally supports racial equality, racial justice, and racial equity. The New Art Center is committed to building a diverse staff and strongly encourages applications from candidates of color.

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New Art Center


Newton, MA



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