BUSINESS MANAGER, ASSISTANT TO THE EXECUTIVE DIRECTOR

Transcription

1 329 South Salinas St Santa Barbara, CA BUSINESS MANAGER, ASSISTANT TO THE EXECUTIVE DIRECTOR Reports to: Executive Director Hours: Part-Time or Full-Time, non-exempt. Schedule may vary with evenings, weekends and holidays required. Salary: Based upon experience, benefits package for full-time employees TV Santa Barbara (TVSB) seeks a highly organized and energetic individual to provide executive level and administrative support to the Executive Director, and manage the business and administrative functions of a dynamic nonprofit community media center. The individual must be able to carry out multiple independent projects from concept through implementation with a considerable degree of self-direction and initiative. We are looking for someone with a strong work ethic. The individual must be highly organized with good people skills and an ability to complete work that meets high professional standards. The ideal candidate will possess a strong commitment to the mission of TV Santa Barbara. TVSB supports and manages local cable channels, a participatory media platform, and an educational community media facility that aims to help people to produce and share media that matters. Essential Functions: Provide support to the Executive Director and handle a variety of tasks that include administrative, executive, human resources, financial, development and programmatic functions of the organization. Ensures compliance with all reporting requirements. Assists with development efforts, research, and grant-writing. Ensures that TVSB s administrative functions operate in a smooth and efficient manner. Reviews and prepares financial statements, donations, program revenue and activity reports, and other performance data to help measure productivity and goal achievement and to determine areas needing cost reduction and program improvement. Oversees the execution of organizational and program policies. Assists in the development of budgets and management control systems. Examples of work activities Administrative Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software. Monitor program services and activities and keep the Executive Director informed to ensure that they efficiently and effectively provide needed services while staying within budgetary limits. Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executive director.

2 Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Assist Executive Director with board and committee meeting preparations and minutes. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. File and retrieve corporate documents, records, and reports. Open, sort, and distribute incoming correspondence, including . Prepare responses to correspondence containing routine inquiries. Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. Updates information on the website through a content management system. Financial Coordinate organization's financial and budget activities to fund operations, maximize investments, and increase efficiency. Creates, receives, reviews, monitors and routes all incoming and outgoing sales receipts, quotes, invoices, and purchase orders. Performs basic book keeping functions using online financial management software. Human Resources Oversee and coordinate personnel processes to interview, hire and train new employees, volunteers, and interns. Provide payroll administration and support to accountant, payroll service provider and Executive Director. Assists Executive Director with personnel and benefits management. Media Center Perform member relations and media center floor work, such as greeting people, stocking literature materials, or taking inventory of supplies. Answer phone calls and direct calls to appropriate parties or take messages. Greet visitors and determine whether they should be given access to specific individuals and help direct them to the appropriate resources. Manage and maintain executives' schedules. Communicates regularly with people internal and external to the organization. Maintain computer records and perform database entry functions for the purposes of billing, scheduling, tracking and reporting of facility program related activities, including membership and training enrollment. Maintains all member records, assists in coordination of training activities and membership enrollment, electronic newsletter and program promotion.

3 Coordinates volunteers for front desk administrative tasks, (answering phones, greeting clients and the public), and answers inquiries from the public, and schedules equipment, facilities and classes in accordance with the organization s operating rules and procedures. Assists with the daily operational activities of the media center. May assist as crew on video and media productions as needed. Coordinates and implements special projects assigned by the Executive Director. Other duties as assigned. Knowledge, Abilities and Skills Basic skills Active Listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Reading Comprehension: Understanding written sentences and paragraphs in work related documents. Speaking: Talking to others to convey information effectively. Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. Monitoring: Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action. Nonprofit Office Coordination: Experience in coordinating functions of a busy office environment, non-profit program coordination preferred. Strong Judgment: Ability to manage confidential and sensitive information related to agency business. Communication and Social Skills Ability to convey information effectively in writing, in conversation, and in electronic forms. Considerable knowledge of and skill in English usage, spelling, punctuation, and grammar, and of writing and editing techniques. Communicating effectively as appropriate for the needs of the audience. Communicate effectively with Supervisors, Peers or Subordinates and conducts or attends staff meetings. Adjusting actions in relation to others' actions. Being aware of others' reactions and understanding why they react as they do. Teaching others how to do something. Ability to use interpersonal skills in collaborative process to interact effectively with staff and the community to produce programming in a businesslike, customer service-oriented manner. Ability to communicate and work effectively with people of diverse social, cultural, economic, age, gender and racial backgrounds. Convey a warm and professional public manner. Ability to read, write and converse in Spanish is a plus

4 Complex Problem Solving Skills Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions. Resource Management Skills Time Management: Able to manage one s own time and the time of others. Demonstrated ability to perform multiple projects with changing priorities and be thorough, organized and attentive to detail. Management of Personnel Resources: Ability to motivate, develop and direct people as they work. Management of Material Resources: Ability to obtain and see to the appropriate use of equipment, facilities, and materials needed to do certain work. Management of Financial Resources: Determining how resources will be used to get the work done, and accounting for any expenditures. Technical Skills Troubleshooting: Determining causes of operator errors and deciding what to do about it. Operation and Control: Comfortable in controlling the operations of basic office equipment, systems, and computers. Databases - Using a computer applications to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information. Graphics - Working with pictures in graphics programs or other applications, including creating simple graphics, manipulating the appearance, and inserting graphics into other programs. Internet - Using a computer application to create, manipulate, edit, and show virtual slide presentations. Navigation - Using scroll bars, a mouse, and dialog boxes to work within the computer's operating system. Being able to access and switch between applications and files of interest. Presentations - Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail ( ). Spreadsheets - Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs. Word Processing - Using a computer application to type text, insert pictures, format, edit, print, save, and retrieve word processing documents System Skills - Ability to adapt easily to new technologies for office coordination, member management, content creation and distribution, including the ability to work with a tapeless broadcast production workflow and learn industry software. Judgment and Decision Making: Considering the relative costs and benefits of potential actions to choose the most appropriate one.

5 Systems Analysis: Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes. Systems Evaluation: Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system. Tools and Technology Notebook computers, Laptop computers, Desktop computers Desktop calculator Digital cameras Electronic funds transfer point of sale equipment, Credit card processing machines Magnetic stripe readers and encode, Post of Sale Software Technology Customer relationship management CRM software Electronic mail software Internet browser software Accounting software, Intuit QuickBooks online Time accounting/payroll software Office suite software, Presentation software, Spreadsheet software, Word Processing Software Calendar and scheduling software Graphics or photo imaging software Web page creation and editing software Physical Requirements and Working Conditions Uses hands to finger, handle or feel objects or equipment, tools or controls Spends prolonged periods of time standing, bending, stooping or reaching. Visits locations that may include difficult access Lifts and carries equipment weighing up to 75 lbs. Employees may work under the stress of continual public and/or inter-departmental contact and pressure to meet deadlines. Requires the ability to exert a small amount of physical effort in sedentary to light work involving moving from one area to another; requires sufficient hand/eye coordination to perform repetitive movements, such as typing, filing, and the use of commonly used office machines and supplies. Work is typically performed in an indoor office environment. Environment is oriented to public service and subject to constant work interruptions. Some work in outdoor environments with prolonged periods of standing may be required. May work alternate work schedules including evenings, weekends and holidays.

6 Minimum Requirements Bachelor s degree in business management, communications, journalism, arts education or related field required. 1 year of professional-level office management experience or production management experience. Emphasis on nonprofit programs, accounting and office operation is a plus Recent nonprofit work history preferred A/P coding and payroll experience. An equivalent combination of training and experience may be substituted. Special Requirements Must maintain a valid California Driver s License and provide own transportation.