Operations Manager (part-time)
Decoda's Operations Manager is a reliable and detail-oriented member of the Leadership Team who helps support the daily administrative needs of the organization. This part-time position reports to the Executive Director and is a key pointperson for Project Leaders, core artists, Decoda's accountant, vendors, presenters, and partners. A patient and helpful team player, s/he works closely with the Leadership Team to promptly address and resolve administrative issues, offering recommendations for actions as appropriate. This position also deals with sensitive and confidential information at times and accordingly upholds the highest standards of professionalism. As a cross-organizational multi-constituent facing representative of Decoda, s/he consistently follows through on tasks, takes initiative, adheres to deadlines, and is a clear and effective communicator in written and verbal correspondence. Responsibilities include the following but are not limited to:
Interface with Project Leaders to prepare project contracts and letters of agreement for presenters and artist personnel for ED approval and signature
Issue and collect all necessary forms and banking info regarding payments to/from presenters and artists
Book necessary travel and accommodations for Decoda artists within project budget as needed
Collect, track, and process reimbursement requests from Decoda artists within project budget
Review and submit presenter contracts, forms, and requests to ED for approval and signature
Maintain calendar of organizational insurance policies and memberships
Organize cloud folder of Decoda contracts for easy searching, filing, and upload to appropriate accounts in Xero
Help ED track and maintain organizational and project budgets
Gather approved project budgets from Project Leaders and track actual expenses incurred
Record and track schedule of payments and invoices according to contract
Reconcile payments and deposits in Xero
Issue weekly invoices and report of all receivables
Run periodic reports of actual expenses incurred against budgeted items
Assist accountant and prepare necessary documentation for annual financial statement review
Capture and update all vendor, presenter, artists, and project details in database
Track substantive notes and contact reports with potential presenters and partners in Salesforce
Maintain Decoda's Master Calendar of events and activities (rehearsals, workshops, IPs, concerts, meetings, etc.)
Help prepare materials for, attend and support Board Meetings
Check P.O. Box weekly, promptly coding, copying, and depositing checks, responding to or forwarding correspondence as appropriate
Schedule Zoom meetings for Decoda as needed
Field incoming calls to Decoda's main phone line
Forward or reply to inquiries received at email@example.com within 24 hours
Manage seasonal intern(s) as needed
Minimum 2 years experience with contract administration and budget management required
Minimum 2 years experience with databases and reporting required (Salesforce and Xero experience is a plus)
Familiarity with Decoda’s presenters and partners preferred
Prior customer service experience preferred
The Operations Manager is a highly organized person who is able to prioritize tasks and anticipate issues. Naturally tuned into how systems work, s/he is able and available to manage the ebb and flow of Decoda’s season of activities while providing consistent support to the organization (20-30 hours per week).
Compensation commensurate with experience.
To apply, please submit a cover letter and resume with relevant experience, qualifications, and two references to firstname.lastname@example.org.
Decoda, Inc. is a registered 501(c)3 not-for-profit corporation. Decoda, Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Decoda, Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.