Employment at Gibney | Work With Us & Support Dance In NYC
Week of April 24, 2019
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Operations Manager

Summary Statement: The Operations Manager (OM) works to advance Gibney as part of a coordinated Operations Team. The OM maintains the ability of the space to be utilized by many renters at the same time. The OM reports to the Director of Operations & Facilities (DO), collaborates with the 890 Operations Manager, and assists with the management of Center Community Assistants (CCA’s) and Center Interns.

RESPONSIBILITIES

OVERVIEW
Gibney strives to be a premiere creative hub for the dance community. The OM is the main point of contact with Nonprofit and Commercial renters for events, photo shoots, video shoots, meetings, workshops, etc. at Gibney’s 280 Broadway location. The OM is responsible for coordinating logistics for internal, external, and special events at 280 Broadway, including maintenance and organization of inventory. The OM manages all event staffing, including providing thorough information for each event, technical training, and tracking of payment. This requires meticulous preplanning and communication with internal and external constituents holding programs, rentals, and special events.

COMMUNICATION WITH EVENT/COMMERCIAL RENTERS

  • Work to ensure that the Gibney culture is warm, welcoming, positive and professional
  • Instill a sense of pride among our constituents in our facilities and programs
  • Work to build the “upward spiral” brand of our organization, making our facilities a symbol of success and potential within the dance field
  • Maintain a generous service culture that goes “above and beyond” to ensure artists are respected and their needs are accommodated.
  • Fairly enforce all policies and procedures for use of the spaces
  • Be aware at all times of what is happening in the studios
  • Implement interventions for those who fail to adhere to the rules or compromise the space

FACILITIES MANAGEMENT

  • Ensure the highest possible level of cleanliness, order and safety in all of the organization’s facilities
  • Conduct daily tours and inspect the facility
  • Initiate interventions to solve problems and ensure on-going quality improvement
  • Maintain accurate records of the condition of the equipment and other systems
  • Participate in the development of policies and procedures that affect the use of supplies and facilities, monitor maintenance inventory tracking, oversee the ordering and storage of supplies
  • Supervise maintenance, including caretakers, outside services, and vendors
  • Act as point of contact for all building related requests (building overtime, maintenance issues, etc.)
  • Oversee trash removal, pest control, and other outside vendors/contracted services

OVERSIGHT AND MANAGEMENT OF EVENTS/EVENT STAFF

  • Facilitate the safe and successful implementation of events and programming activities by working closely with other department heads and staff
  • Ensure that the operational needs of all Gibney-sponsored events, productions and programs are meticulously planned and fully supported operationally
  • Act as an ambassador and liaison for the planning and execution of rental activities that involve external constituents, including special events, performance and showings, auditions, workshop, and intensives
  • Serve as the on-site coordinator during the rental
  • Establish and maintain outstanding client relationships and standards of customer service for rental customers
  • Execute timely responses and professional communications with staff, external constituents and potential clients

WELCOME DESK STAFF OVERSIGHT

  • Oversee the provision of outstanding orientation and operations training when the Director of Operations and Facilities is unavailable
  • Work to successfully integrate the CCA/CIs into the organization and provide visibility and recognition for their work
  • Ensure excellent ongoing training and professional development
  • Work closely with CCA/CI’s to successfully reset the space at night and have it ready in the morning.

REINFORCEMENT OF CENTER CULTURE

  • Work to ensure that the Gibney culture is warm, welcoming, positive and professional
  • Work to instill a sense of pride among our constituents in our facilities
  • Work to build the “upward spiral” brand of our organization, making our facilities a symbol of success and potential within the dance field
  • Work with the Operations team to develop practical operational solutions that address needs, solve problems, protect the facilities, and keep everyone safe.
  • Fairly enforce all policies and procedures for use of the spaces
  • Assist with creation of operational procedure for Next Phase Space

OTHER
Gibney is a growing organization and employees are often called upon to perform other duties essential to accomplish organizational goals and meet important deadlines.

QUALIFICATIONS

  • Associate’s or bachelor’s degree in a related field.
  • Three or more years of related experience, preferably with arts organizations.
  • Knowledge of, and strong interest in, the performing arts, social justice, and Gibney Dance’s mission.
  • Superior verbal and written communications skills.
  • Strong attention to detail.
  • Proven organizational, multitasking, and project management skills.
  • Ability to work independently within a team environment.
  • Excellent interpersonal skills and professional demeanor.
  • Ability to work in a fast-paced environment.
  • Proficiency in Microsoft Office and database management experience (Salesforce/PatronManager preferred).

APPLICATION INSTRUCTIONS

Deadline for submissions is April 19, 2019, however prompt submission is strongly encouraged.

To be considered for the position, please email the items below in one PDF-formatted file with your name as the filename to position@gibneydance.org. Include “Operations Manager” as the email’s subject line. Submissions must include:

  • A substantive cover letter including the following information: where you saw this listing, your interest in the position and the organization, evidence of the required experience (as outlined in the job description under “Qualifications and Experience”), the date you are available to start, and contact information for three professional references
  • A résumé outlining your educational and professional experience and salary history

All expressions of interest and conversations will be held in the strictest confidence; references will not be contacted without the candidate’s permission.

Incomplete submissions will not be considered nor will submissions sent via postal mail or fax. No calls please. Prospective applicants are strongly encouraged to review our website at www.gibneydance.org before submitting materials for consideration. Gibney will not consider submissions from applicants that do not have the required experience. Gibney will not consider submissions through employment agencies or online services.

GIBNEY IS AN EQUAL OPPORTUNITY EMPLOYER.

Bookkeeper/Business Manager

Summary Statement: The Business Manager works to advance Gibney Dance as part of a coordinated Finance Team consisting of the Finance Consultant and part-time Finance Associates/Assistant. The Business Manager reports to the CEO & Artistic Director, in conjunction with the Finance Consultant.

RESPONSIBILITIES

OVERVIEW
The Business Manager is an integral part of the Gibney Finance team, working with the CEO and Finance Consultant to manage the overall financial performance of the organization. The Business Manager is responsible for the comprehensive administration of the finance and data records (including the accounting system), reconciling financial activities, and ensuring that management has the data they need to effectively run the organization. The Business Manager manages and maintains financial data and documents from all internal and external sources (staff, vendors, funders, etc.); enters and maintains data in the accounting system; performs bank reconciliations and produces financial reports for review and refinement by the Finance Consultant. The Business Manager has expert knowledge of all aspects of Gibney’s financial software/data systems and ensures that data is accurate, complete and well maintained.

ACCOUNTS PAYABLE

  • Collect and manage all invoices
  • Liaise with vendors
  • Enter bills using financial software, coding by account and class
  • Assure that the CEO receives and signs off on all expenses
  • Manage credit card accounts: monitor spending, transfer funds, forward monthly reports to users for coding
  • Manage debit and credit card accounts
  • Administer bi-weekly payments to Gibney teachers
  • Pay bills, cut checks, facilitate signing and disbursement
  • Oversee purchase orders; enter and track in financial software
  • Assist in generating budget reports for programs and departments
  • Communicate with programs and departments regarding bookkeeping issues

ACCOUNTS RECEIVABLE

  • Enter admissions and donation income from database and match to chart of accounts

PAYROLL

  • Maintain payroll calendar and send email reminders to staff
  • Set up new employees in financial software and payroll system
  • Track payroll changes, additions, deductions, error corrections, and reimbursements
  • Prepare payroll drafts and obtain admin approval
  • At calendar year’s end, run reports to begin gathering information for correct filing of 1099’s and W2’s
  • Create, print and mail 1099’s
  • Maintain file of Quarterly Tax Reports

HUMAN RESOURCES – BENEFITS & INSURANCE MANAGEMENT

  • Administer Transit Chek program
  • Maintain health insurance and Transit Chek deductions in payroll
  • Create Worker’s Compensation/Disability Reports for annual audits
  • Manage all Worker’s Compensation claims
  • Oversee Insurance administration
  • Liaise with insurance brokers and insurance companies
  • Create and submit monthly summary of covered artists and renters under insurance policy
  • Request Certificates of Insurance for liability insurance

BANK RECONCILIATION & CASH MANAGEMENT

  • Reconcile statements
  • Monitor cash flow and transfers in bank accounts

YEAR END AUDIT

  • Prepare schedules and materials for the annual audit
  • Review detailed reports to identify misclassifications
  • Assist with the onsite audit
  • Record adjusting journal entries to close out the fiscal year

OTHER
Gibney is a growing organization and employees are often called upon to perform other duties essential to accomplish organizational goals and meet important deadlines.

QUALIFICATIONS

The model Business Manager candidate will possess the following experience and qualifications:

  • Minimum of a BA or BS Degree
  • 3-5 years of relevant professional experience
  • Experience working in Quickbooks or similar financial software
  • The ability to execute strategic direction and engage and activate all constituencies
  • A proven track record as a reliable and responsible employee
  • Technology inclined with an interest in learning and advancing

APPLICATION INSTRUCTIONS

Deadline for submissions is April 30th, 2019, however prompt submission is strongly encouraged. To be considered for the position, please email the items below in one PDF-formatted file with your name as the filename to position@gibneydance.org. Include “Business Manager” as the email’s subject line. Submissions must include:

  • A brief cover letter including the following information: your interest in the position and the organization, evidence of the required experience (as outlined in the job description under “Qualifications and Experience”), the date you are available to start, salary requirement, and contact information for three professional references.
  • A résumé outlining your educational and professional experience

All expressions of interest and conversations will be held in the strictest confidence; references will not be contacted without the candidate’s permission. Incomplete submissions will not be considered nor will submissions sent via postal mail or fax. No calls please.

Prospective applicants are strongly encouraged to review the complete job description on our website at www.gibneydance.org/about/jobs/ before submitting materials for consideration. Gibney will not consider submissions from applicants that do not have the required experience. Gibney will not consider submissions through employment agencies or online services.

GIBNEY IS AN EQUAL OPPORTUNITY EMPLOYER.

Volunteer

We are also always looking for volunteers for our Center Programs and Performances. Volunteering at Gibney is both fulfilling and fun, and many of our volunteers return to donate their time again and again. It can also be a great way to be introduced to the organization if you’re interested in a position in the future. Please contact volunteer@gibneydance.org and ask to be included on the Volunteer Mailing List, or contact housemanager@gibneydance.org if you are interested in ushering for an upcoming performance. Ushers receive free admission to the performance on the evening they work.