Office Manager

Office Manager

The African American Art and Culture Complex

Salary Range: $30-35.00/hr. with a comprehensive benefits package.
Location: This is a full-time, onsite position located in San Francisco, CA.
Reports to: Co-Executive Director
Closing Date: May 15, 2024. Applications will be reviewed on a rolling basis, and priority consideration may be given to earlier applicants.

Attention Applicants!

Please take a moment to carefully review and follow the application instructions provided below. Your attention to detail in this process is important and greatly appreciated.

Job Summary

The Office Manager must be flexible and enjoy working within a small, non-profit, arts organizational environment that is mission-driven and community-oriented. The ideal individual is someone who is adaptable, excels in team environments, and can also autonomously navigate tasks. Exceptional written and verbal communication skills are essential, including the ability to proactively draft, refine, and manage written communications. Additionally, excellent administrative and organizational abilities are key to succeed in this role.  

This role requires a motivated and energetic person ready for an exciting challenge and who can quickly learn new skills. The right Office Manager for our organization has experience working in a non-profit or community-based organization, is detail-oriented, and enjoys working on multiple projects.

Key Responsibilities

• Manage day-to-day administrative tasks, including filing, scheduling, answering phones, and writing correspondence. 
• Organize and maintain both physical and digital files, ensuring easy accessibility and confidentiality. 
• Receive and sort letters, and packages, provide notifications, and coordinate deliveries accordingly. 
• Ensure all office equipment is functioning properly and coordinate maintenance and service with vendors as appropriate. 
• Work with facilities to maintain and monitor custodial duties and minor projects, cleaning, and repairs.
• Work with the finance team to support the completion of the annual audit as well as annual funder monitoring cycles. 
• Coordinate meetings and appointments, prepare agendas, and facilitate logistics for the Managing Director and the Co-Executive Directors as needed. 
• Attend staff meetings and take meeting notes. 
• Handle incoming and outgoing communications, including emails, phone calls, and mail, in a professional, proactive, and timely manner. 
• Order and maintain office supplies and equipment, monitoring inventory levels and budget. 
• Provide exceptional customer service to guests, community members, government officials, funders, and strategic partners. 
• Act as the primary point of contact for inquiries and requests, addressing concerns and resolving issues promptly and courteously. 
• Welcome visitors to the organization and ensure a welcoming and inclusive environment, including conducting walking tours for visitors upon request. 
• Reorganize and optimize office procedures to enhance efficiency and productivity. 
• Collaborate with staff members to streamline workflows and improve organizational effectiveness. 
• Assist in the development and implementation of office policies and procedures. 
• Maintain confidentiality and discretion when handling sensitive information and communications.

Profile of Candidate

• Bachelor’s degree preferred, or equivalent combination of education and experience.
• Three years of experience working in office management or administrative support roles, preferably in a nonprofit or arts-related environment.
• Possess comprehensive knowledge and proficiency in office management procedures, coupled with the ability to articulate and convey these processes clearly to diverse stakeholders. 
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize effectively.
• Excellent knowledge of MS Office and G-suite applications
• Basic knowledge of bookkeeping and finance principles preferred.
• Excellent communication and interpersonal skills, with a customer-centric approach.
• Positive attitude, proactive mindset, and ability to work both independently and collaboratively.
• Ability to exercise discretion and confidentiality with sensitive information. 
• Familiarity or connection with San Francisco’s historic Fillmore / Western Addition neighborhood. 
• Commitment to the mission and values of the African American Art & Culture Complex.

In addition to the above qualifications, the successful applicant must demonstrate a strong commitment to:

• Alignment with AAACC’s mission and a strong desire to serve the African American community and people of the African diaspora.
• The arts and the expansion of the experience for Black creatives living in San Francisco.
• Black youth, families, seniors and persons with different abilities, especially those living in San Francisco.
• Commitment to racial and social justice.
• Previous experience working in Black and/or POC-led organizations.
• Dedication to meeting the needs of Black artists, arts organizations, cultural workers and culture bearers.
• A commitment to inclusivity, intergenerational thinking and an intersectional perspective.
• A strong awareness of power, privilege and equity.

Start Time Frame: We aim to have someone in place by Spring 2024. If possible, AAACC would welcome the Office Manager in May.

To Apply

All required submission documents should be directed to David Mack, Managing Director. Submissions will be reviewed on a rolling basis, and earlier applicants may receive priority consideration. To be considered, all interested candidates are encouraged to submit the following materials to jobs@aaacc.org:

• In the email subject line, include the name of the role, “Office Manager,” and both your first and last name.
• Submit a cover letter and resume.
• In your cover letter explain your interest in both the role of the Office Manager and AAACC.
• All requested documents must be submitted in PDF format.

If you require any accommodations or have any accessibility needs during the application process, please send a message to jobs@aaacc.org, with the subject line “Accommodations Request” and we will be happy to assist you. Please note that requests for accommodations will not impact the selection process.

The African American Art & Culture Complex (AAACC) is committed to building and maintaining diversity in all aspects of our operations.

To create the strongest team possible, we actively seek applicants with diverse life experiences, cultures, identities, and geographic and racial/ethnic backgrounds.

AAACC adheres to the San Francisco Fair Chance Ordinance and will consider qualified applicants with arrest and conviction records for employment.

Join AAACC and contribute to the organization’s mission of empowering the African American community through arts and culture. This is an exciting opportunity to make a meaningful impact and lead a talented team of individuals.