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Operations Manager | Robert Rauschenberg Foundation (New York, NY)

The Robert Rauschenberg Foundation (RRF) fosters the legacy of Rauschenberg’s life, work, and philosophy that art can change the world. The foundation supports artists, initiatives, and institutions that embody the same fearlessness, innovation, and multidisciplinary approach that Rauschenberg exemplified in both his art and philanthropic endeavors.

The foundation focuses on three major areas: 1) increasing public access to and scholarship of Rauschenberg’s artwork; 2) cultivating emerging and established artists through a residency program at the artist’s Captiva, Florida, home and studio; and 3) creating philanthropic initiatives that connect art, culture, and creativity with important issues such as education and climate change.

Rauschenberg was a strong believer in collaboration between artists and across cultures. His life and work demonstrated how art could be a vehicle for social change, locally and globally. We are proud to carry Rauschenberg’s legacy forward, and the impact of his spirit and style are reflected in the projects that we invest in.

POSITION SUMMARY

The Operations Manager ensures that the environment of RRF is able to support the work of the Foundation by integrating people, place, process, and technology. The Operations Manager proactively implements and maintains systems of operation for the Foundation’s historic offices at 381 Lafayette Street to ensure smooth daily operations, including:

  • Technology and communications systems
  • Building security system
  • Office equipment. 

The role is responsible for identifying vendors and coordinating vendor support for these systems, as well as routine and preventative building maintenance.

Additionally, the Operations Manager provides administrative support for the board of directors and board committee meetings, as well as to the RRF staff.

The Operations Manager performs responsibilities in close coordination and collaboration with the Administrative Assistant. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

Facilities Maintenance and Systems Management (50%)

  • Drives process for identifying facilities’ needs; identifies solutions and makes cost-effective recommendations.
  • Partners with outsourced maintenance vendor (MACRO) to manage and schedule preventative maintenance on building systems and building structure.
  • Identifies and coordinates basic building maintenance needs with Warehouse assistant on weekly/monthly basis; escalates major maintenance and repair issues (HVAC, boiler, elevator, technology, communication) to vendors selected by (MACRO).
  • Coordinates technology (voice, internet, computer, printer) systems needs, upgrades and maintenance with outsourced IT vendor.
  • Identifies and vets vendors/contractors; works with vendors/contractors to coordinate proposals and final contracts to COO for approval.
  • Establishes and maintains service contracts and manages vendor relations.
  • Trains staff on technology, systems and office equipment, as needed.

 

Board of Directors Administrative Support (25%)

  • Coordinates quarterly Board of Directors and multiple Board committee meetings.
  • Partners with Administrative Assistant to distribute Board communications and create Board books (hard copy and digital versions); aggregates and organizes data on server creating a folder for each RRF department.
  • Partners with Administrative Assistant to book Board member travel, as needed; organize catering and physical room set-up for Board and committee meetings; and coordinate Board member dinner.
  • Completes Board member expense reimbursement reports and submits to Finance Manager for approval and reimbursement.
  • Tracks all Board committee meetings and updates calendar every 2-3 weeks and corresponds with staff and Board members regarding changes; schedules conference room availability.
  • Serves as staff liaison for nominating and governance board committees by taking meeting minutes and tracking updated committee charters.

 

Financial Department Administrative Support (10%)

  • Reconciles COO and staff American Express expenses.
  • Researches issues related to vendor invoices.
  • Manages US Mail and FedEx deliveries and outgoing packages.
  • Conducts bank transactions and bank deposits.

 

Staff Administrative Support (10%)

  • Provides administrative and receptionist backup support to Administrative Assistant.
  • Creates written documentation for all office processes and procedures.

 

Event Planning (5%)

  • Provides support for evening receptions and building tours requested by the art and media departments.
  • Tracks event request forms, calendars event, coordinates catering, gathers guest list, and provides onsite event support, along with Administrative Assistant.

 

QUALIFICATIONS, KNOWLEDGE, SKILL REQUIRED

 

  • Bachelor’s degree in arts administration or a related field, a plus or commensurate experience; 2-3 years of office management experience required.
  • Knowledge of Mac-based software and hardware systems required.
  • Intermediate to advanced proficiency with MS Office Suite and File Maker Pro.
  • Ability to build relationships with a customer-service focus.
  • Proven written and verbal communication skills.
  • Demonstrated strong project and time management skills; ability to be flexible and change directions and priorities frequently.
  • Capacity to execute tasks with accuracy, consistency, efficiency, and attention to detail and work independently, as well as part of a team.

 

ADA SPECIFICATIONS

 

  • While largely sedentary, this position requires the ability to sit, stand, lift up to 20 lbs, as well as speak, and hear, sometimes for extended periods of time.
  • Requires the ability to use a computer and office equipment traditionally found in office settings.

 

 

PERSONAL STATEMENT

 

What this position really needs is someone who can identify personalities and respond to them accordingly. Of course people have personalities, but departments and projects do as well. The Robert Rauschenberg Foundation has an incredibly collaborative atmosphere, and the Operations Manager plays a big part in nurturing it. Different people, projects and departments require different tactics with regards to scheduling, communication and collaboration. Learning these rhythms and paying attention to how they evolve is absolutely essential. Change is near-constant at Rauschenberg; the Foundation is always looking for ways to improve, enlighten and streamline. It needs an Operations Manager to tend the flame and stay the course.

 

Applications (cover letter / resume / references) can be sent to employment@rauschenbergfoundation.org.