Position Summary:
The full-time Fundraising and Operations Manager provides oversight and support for the Palo Alto Art Center Foundation in administrative and financial operations, fundraising planning, financial tracking, grant and database management, and event management. The Fundraising and Operations Manager reports to and works collaboratively with, the Foundation Director of Development, in addition to interfacing regularly with Art Center Director and staff, Foundation contractors, volunteers, and the Board of Directors. This position also provides an exciting opportunity for a proactive and self-starting professional to develop, maintain, and enhance systems and processes that help to increase the efficiency, success, and impact of the Palo Alto Art Center Foundation.
Responsibilities:
Organizational Development and Planning:
- Work closely with the Art Center Director and Foundation Director of Development to develop and implement an annual Work Plan for the Foundation that is aligned to its Strategic Framework.
- Track and report on Work Plan progress to key stakeholders.
Finance:
- Maintain policies and procedures (and develop new ones as needed) for fiscal oversight, risk management, and contract and legal compliance.
- Develop and monitor the Foundation’s budget in collaboration with Program staff, Art Center Director, and Finance Committee.
- Oversee Foundation accounting systems, generating reports as needed.
- Implement and maintain cash handling and credit card procedures.
- Maintain accurate financial records including current bank statements, account access.
- Process accounts receivable, including the acceptance and processing of all gifts and in-kind donations.
- Process accounts payable, including processing all vendor payments and printing checks and coordinating their distribution.
- Manage regular banking deposits.
- Work with contract accounting firm on the Foundation’s monthly financial statements. Review for accuracy.
- Prepare expense reports and manage petty cash and reimbursements.
Administrative Operations:
- Oversee insurance policies and renewals for the Foundation.
- Manage and maintain all Foundation filing and storage systems
Staff Management and Human Resources:
- In concert with Development Director, provide oversight for summer interns and volunteers
- Maintain and ensure compliance with human resources policies and procedures (working in concert with contracted HR firm).
- Manage Foundation payroll system to ensure timely pay.
- Oversee employee benefit program.
Communications:
- Provide editorial review support for Foundation communications.
- Oversee Foundation website, providing content updates through the content management system and design updates with the hosting company as needed.
- Coordinate all donor communications using Pardot.
Fundraising and Membership Planning:
- Provide project management support for Foundation fundraising campaigns.
- Help to build, then implement and maintain, a back-office environment that supports and reinforces the Art Center Foundation’s fundraising activities.
- In conjunction with Art Center Director and Director of Development, create fundraising appeal timelines that track deliverables and promote accountability with team members.
- Assist with generating mailing and email lists and coordinating with graphic designers and printers as needed.
- Assist with membership fulfillment and donor services as needed.
- Support the Art Center’s and Foundation’s goal to build a culture of philanthropy, engaging in fundraising activities as needed. Work to promote a positive customer service environment for Art Center Foundation donors, volunteers, and the general public.
Database Management:
- Oversee and maintain the Foundation database (Salesforce) using and developing reports as needed.
- Assist with ongoing database refinement, updates, and data updates, working with consultants as needed.
- Work in role as Salesforce super user and champion by ensuring that relevant and useful donor data is collected, recorded and analyzed on a regular basis in support of the Foundation’s Work Plan.
Grants Administration:
- Work with Art Center Director to meet requirements for institutional support, including assisting in the tracking, recording, and successful submission of grant reporting documents. Generate financial reporting documents for grant reporting requirements.
Event Management:
- Provide event management support to Foundation staff, including developing event timelines, task lists and budget tracking, and working to determine event ROI.
- Serve on annual planning committee for events such as The Great Glass Pumpkin Patch, assisting with event logistics.
Skills and Abilities:
- An organized, systems-oriented professional with strong analytical abilities
- Strong project management skills.
- Creative problem-solving and a can-do attitude, along with a successful ability to multitask.
- Ability to think strategically, but also work tactically—maintaining attention to detail while maintaining a “big picture” perspective.
- Demonstrated ability with databases, Salesforce preferred.
- Strong writing abilities and editing strength.
- A commitment to collaborative working processes and building and maintaining strong professional relationships with colleagues, volunteers, and donors.
- An interest in the arts and the role of arts organizations in supporting them.
- An interest in making a significant impact to a small nonprofit organization, to build and maintain systems and processes that will make a difference in our organizational success.
Knowledge and Experience:
Bachelor’s degree required. At least two years of experience in a business operations role for a nonprofit organization. Financial experience required.
Working Environment:
This position will involve working in a lively open workspace environment. The Art Center Foundation and Art Center operate as small organizations and staff maintain a positive, can-do attitude, and a willingness to step in and contribute where needed. Work-from-home and flexible scheduling are accommodated.
Compensation and Benefits:
Salary range: $70,000-$80,000, commensurate with background and experience. Benefits include medical and dental insurance, matching 403b, and generous PTO.
How to apply:
Please email your cover letter and resume expressing your interest in this position to jobs@paacf.org
