Employment at SPI
This position is currently filled!
Job Title: Office Manager (PT)
(NOTE: Applicants will be considered for this position ONLY IF they complete the online application found here:
https://forms.gle/sRWffFawNzKLq5tGA
Operations Coordinator - Part Time (15-20 hours per week)
Position Overview:
This staff member is responsible for day-to-day coordination and management of business operational activities. S/he will monitor and manage business operations to meet customer expectations and organizational goals. S/he is the first point of contact for staff members regarding matters regarding the schedule, data entry management, and workflow/process improvement in the space. Whereas our Executive Director is the first point of contact for staff members (and the general public) regarding programmatic/content vision and execution, community partnerships, fundraising, and other matters.
This role encompasses four main areas of responsibility:
Specific duties by area of responsibility:
1. Manage the staff schedule
Create and manage the staff schedule for part time program associates, ensuring that SPI can remain fully operational during open hours. Includes scheduling to staff the space for regular hours of operation as well as for special events such as birthday parties, field trips, and outreach programming in consultation with ED or program coordinators.
Other duties as assigned and in accordance with your past experience and skill set.
For those with a background in education, we will likely draw on your ideas and invite your contributions to program development.
Skills and Experience:
Applicants will be considered for this position ONLY IF they complete the online application found here:
https://forms.gle/sRWffFawNzKLq5tGA
Do not apply in person.
Benefits: Work in a positive and playful environment with fair scheduling expectations and encouraging/collaborative managers and colleagues; free family membership to SPI - for your children, grandchildren, or younger siblings - to enjoy (this also enables FREE admission to hundreds of ASTC member organizations nationwide AND 50% off admission at COSI and The Works in Newark); five paid holidays and some other holiday time off (unpaid); snack and beverage perks; periodic merit-based employee incentives to support organizational goals.
Other info: Employees may not bring children to work during their scheduled shifts. Some weekend shifts ARE required and usually according to a predictable rotation, though the frequency and length of shifts is dependent on SPI's needs.
Know before you apply
SPI staff are expected - per board policy - to be up to date on standard vaccines including against COVID-19 . This is in alignment with CDC recommendations. Currently, masks are not required for staff or visitors to our center. This is subject to change in accordance with community risk factors as indicated by the CDC for COVID or other public health concerns. Note that it is an organizational value to align with CDC recommendations for the sake of public health. It is also a detriment to our ability to staff our space appropriately for scheduled shifts if employees are not protected from the risk of serious illness and hospitalization that will take them out of rotation. Job applicants who indicate that they've chosen not to vaccinate against COVID-19 (or who are opposed to masking indoors as a public health measure in times of community spread or in the event of known exposure) will not be invited to interview. Qualified applicants who are offered a position should expect to provide documentation of prior vaccination against COVID-19.
Job Title: Office Manager (PT)
(NOTE: Applicants will be considered for this position ONLY IF they complete the online application found here:
https://forms.gle/sRWffFawNzKLq5tGA
Operations Coordinator - Part Time (15-20 hours per week)
Position Overview:
This staff member is responsible for day-to-day coordination and management of business operational activities. S/he will monitor and manage business operations to meet customer expectations and organizational goals. S/he is the first point of contact for staff members regarding matters regarding the schedule, data entry management, and workflow/process improvement in the space. Whereas our Executive Director is the first point of contact for staff members (and the general public) regarding programmatic/content vision and execution, community partnerships, fundraising, and other matters.
This role encompasses four main areas of responsibility:
- Manage the staff schedule
- Ensure office organization, operations efficiency and cleanliness
- Assist with stakeholder communications and data reporting
- Execute defined human resources tasks
Specific duties by area of responsibility:
1. Manage the staff schedule
Create and manage the staff schedule for part time program associates, ensuring that SPI can remain fully operational during open hours. Includes scheduling to staff the space for regular hours of operation as well as for special events such as birthday parties, field trips, and outreach programming in consultation with ED or program coordinators.
- Manage requests for planned time off; respond to and arrange contingency plans for unexpected sick leave or inclement weather; track staff time off.
- Consult periodically with staff in order to anticipate seasonal or other availability changes; plan with the ED to publicize job openings in response to this information.
- Collect and review timesheets bi-weekly and report hours to the ED and/or directly to external payroll processor as directed.
- Pull and review relevant monthly and quarterly reports in order to understand visitor trends impacting staff scheduling; report on these trends and make recommendations to the ED.
- Work with ED and/or other assigned staff to design a logical file storage and naming system (digital and paper) and maintain protocols for saving files according to this system.
- Sort mail to the attention of relevant staff members, pulling priority mail for the ED's attention. Ensure that contents of incoming packages are unpacked and stored appropriately.
- Handle accounts payable to keep SPI in good standing with vendors and creditors.
- Adhere to a regular data backup schedule according to defined protocols.
- Order office and program supplies as needed, as approved, and in alignment with budgetary constraints.
- Develop or adjust operational processes and protocols such as: how to report expenses, how to request/order program supplies, how to request vacation time, how to report broken equipment or facility maintenance needed, how to report an incident with a guest, etc.
- Arrange periodic facility deep cleaning as needed; manage the process of staff/volunteers prepping the space and returning SPI to its correct state.
- Update the SPI website calendar (no coding/programming skills necessary) to reflect SPI special events, programming, closures, etc.
- Before, during and after major campaigns or events, work with ED to ensure that mailings (invitations, thank yous, tax recognition letters), invoices, and data entry of donations into donor management platform are handled correctly and expeditiously. Requires knowledge of how to perform a mail merge (and/or ability to learn the steps involved).
- Assist in the creation of annual calendar and organizational timelines – refer to it weekly and prompt ED in anticipation of relevant milestone items related to funder reports, grant submission deadlines, etc.
- Assist with reference checks.
- Collect relevant federal and state paperwork from new hires; arrange background checks prior to start date.
- Submit completed new hire paperwork to the accounting firm managing our payroll.
- Maintain employee personnel files in accordance with checklist of standard items.
- Maintain an up-to-date calendar of staff emergency contacts, birthdays, start date anniversaries and plan for recognition when relevant.
- Provide and collect various incident reports as needed (employee injuries while working, visitor injuries or safety issues, notable customer service interactions, etc.) and report these to ED.
- Provide orientation to new employees on those training pieces which relate to daily operations, tasks and policies and SPI policies (e.g., how to submit timesheets, where to find the schedule, how to request time off, where to find frequently needed documents, daily to-do lists for opening and closing).
- Assist the ED in finding times for staff meetings, trainings, staff outings; present and/or lead discussion of operations-related agenda items at staff meetings (as needed and discussed in advance with the ED).
- Support overall staff compliance with organizational policies and processes.
Other duties as assigned and in accordance with your past experience and skill set.
For those with a background in education, we will likely draw on your ideas and invite your contributions to program development.
Skills and Experience:
- Ability to create documents and spreadsheets (Google forms & docs, Microsoft Word & Excel, PDFs) and perform mail merges.
- Willingness to learn how to use the online platforms to which SPI subscribes for managing staff schedules, documenting charitable donations, and processing online orders and donations (Deputy, Little Green Light and Square are currently in use).
- Strong time management and organizational skills.
- Ability to maintain positive relationships with other staff members through regular meetings and conversations.
- Reliability and discretion: this staff member will often learn of confidential matters.
- Associate's degree (or equivalent certifications) in business management or related field
- At least three years of prior experience performing the duties described above
Applicants will be considered for this position ONLY IF they complete the online application found here:
https://forms.gle/sRWffFawNzKLq5tGA
Do not apply in person.
Benefits: Work in a positive and playful environment with fair scheduling expectations and encouraging/collaborative managers and colleagues; free family membership to SPI - for your children, grandchildren, or younger siblings - to enjoy (this also enables FREE admission to hundreds of ASTC member organizations nationwide AND 50% off admission at COSI and The Works in Newark); five paid holidays and some other holiday time off (unpaid); snack and beverage perks; periodic merit-based employee incentives to support organizational goals.
Other info: Employees may not bring children to work during their scheduled shifts. Some weekend shifts ARE required and usually according to a predictable rotation, though the frequency and length of shifts is dependent on SPI's needs.
Know before you apply
SPI staff are expected - per board policy - to be up to date on standard vaccines including against COVID-19 . This is in alignment with CDC recommendations. Currently, masks are not required for staff or visitors to our center. This is subject to change in accordance with community risk factors as indicated by the CDC for COVID or other public health concerns. Note that it is an organizational value to align with CDC recommendations for the sake of public health. It is also a detriment to our ability to staff our space appropriately for scheduled shifts if employees are not protected from the risk of serious illness and hospitalization that will take them out of rotation. Job applicants who indicate that they've chosen not to vaccinate against COVID-19 (or who are opposed to masking indoors as a public health measure in times of community spread or in the event of known exposure) will not be invited to interview. Qualified applicants who are offered a position should expect to provide documentation of prior vaccination against COVID-19.