FULL-TIME AND FULLY REMOTE

Do you love complex problem-solving and the implementation of processes that improve workflows and help your team and organizational partners better collaborate?

Lifetime Arts is seeking a mission-driven Operations Manager to join its fully remote team of nine, full-time staff. All of our staff work in a cross-functional capacity to advance arts learning opportunities for older adults. In this role, you will support the work of the whole organization by managing the systems, processes, and workflows that ensure a sound operational base and strong project pipeline. In a typical week, the Operations Manager might be breaking down the working budget for a major project, implementing updates to the employee handbook, fielding new business requests from potential partners, running a report on incoming contracted services from the CRM, or helping a team lead design a debrief. Your work will ensure that our innovative, cross-sector partnerships with libraries, museums, arts agencies, and all manner of organizations that serve older adults are operating at their best.

Lifetime Arts utilizes a non-hierarchical management strategy, where staff report to team and project leads to manage their workload, with each employee assigned to a supervisor for support in professional development and annual goal setting; for this role that supervisor will be the Executive Director. This position is fully remote, but requires travel to in-person staff retreats 3-4 times a year. Travel expenses are paid by the employer.

Responsibilities include but are not limited to:

Core Operations (50%)

In addition to being the first point of contact for Lifetime Arts, the Operations Manager is responsible for ensuring Lifetime Arts develops and maintains a sound operational base. Responsibilities include:

• Developing and maintaining systems and workflow processes to increase efficiency and maximize impact across the organization
• Primary staff contact for the organization’s CRM, ensuring staff are trained, troubleshooting, updating guidelines, liaising with the vendor, and working with other team leads on data analysis, reporting, and list development
• Routing email, physical mail, and phone calls, and maintaining our digital filing system
• Managing Lifetime Arts software subscriptions, Google suite account, and other purchasing and technology needs
• Assisting with the research, development, and maintenance of organizational policies and procedures, including assisting with HR guidance through Justworks

New Business Management (30%)

Primarily responsible for the funnels that bring people and organizations into Lifetime Arts orbit, the Operations Manager is the first point of contact for new business and partnership enquiries.

Responsibilities include:

• Receiving and responding to all requests and enquiries via phone, email and webform
• Facilitating a weekly new business meeting
• Updating the calendar of project commitments
• Scheduling initial planning meetings with prospective partners and relevant team members, coordinating between departments when necessary
• Stewarding the contracting process, working with the program and education team to prep proposals and the controller to prep contracts, and ensuring signed contracts are returned
• Once contracted, ensuring the project lead has all the project management resources they need to set the project up
• Ensuring all new business contacts and notes are entered into the CRM appropriately

Program Operations (20%)

The Operations Manager’s primary support to the program and education team is to ensure all members have the resources they need to effectively lead, budget for, and document their projects. Responsibilities include:

• Overseeing overall project management, by directly managing certain multi-partner projects, ensuring team project managers on other projects have the resources they need, checking in on project progress, and supporting/facilitating debriefs
• Collaborating with the staff and external partners on the registration pipeline for training and professional development events
• Working with the controller to break down project budgets into working budgets for project leads.
• Coordinating travel arrangements and logistics

Qualifications

• Minimum of 4 years of demonstrated, professional experience in an operations role, including experience of developing contracts and proposals
• Exceptional organizational and time management skills, a keen eye for detail, and the ability to spot errors with accuracy and efficiency
• Project management experience
• Exceptional communication skills and a collaborative spirit
• Technically savvy with prior experience of managing a CRM – you enjoy learning new software tools and technologies, applying them to your work, and sharing them with others, and are a pro at Google Suite
• Able to self-direct and meet collaborative goals while working remotely; access to high-speed internet and a relatively quiet place to take meetings
• Committed to Lifetime Arts values of shared learning, transformation, celebration, and always putting people first

These skills are not required, but if you have any of them, be sure to let us know:

• Relevant degree in a related subject matter and any professional certificates or training
• Prior experience in Quickbooks
• Prior experience with fundraising or communications

Compensation + Benefits

• $65,000 – $75,000, commensurate with experience (capped), paid bi-monthly
• Subsidized Health, Dental, and Vision Insurance
• 401k
• Flexible working hours (within reason; staff need to be regularly available for meetings during the core hours of 9:00am-3:00pm eastern time, M-Th)
• 20 days paid vacation, plus federal holidays off and flexible personal days
• A modest stipend to cover any necessary technology needs

Lifetime Arts is committed to life-long learning! We don’t expect candidates to have every skill they would like to and offer paid professional development time to each staff member every month to develop their skills.

We’re committed to a transparent recruitment process. Below is our application and interview schedule. Should anything change, candidates will be notified.

• August 8-September 8: Application open and reviewed on a rolling basis
• August 21-September 11: Applications reviewed (candidates not selected for interview will be notified by September 11)
• August 28-September 15: First round of interviews
• September 22: Finalists Notified
• September 26-October 29th: Final interview(s) with all staff
• October 9: Offer letter sent to candidate
• November 1: Start date (preferred)