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Director of Administration and Operations

hace 1 día

Los Angeles

Job Description COMPANY OVERVIEW The Mike Kelley Foundation for the Arts (MKFA) advances the artist’s spirit of critical thinking, risk-taking, and provocation in the arts. Established by Kelley in 2007, the Foundation seeks to further Kelley’s philanthropic work through grants to arts organizations and artists for innovative projects that reflect his multifaceted artistic practice. The Foundation also preserves the artist’s legacy more broadly and advances the understanding of his life and creative achievements through educational initiatives, including exhibitions, educational events, publications, and the preservation and care of the Foundation’s art collections and archives. At MKFA, we are a small team that works closely together. No task is too small as we all understand that all responsibilities get us closer to our mission. POSITION SUMMARY The Director of Administration & Operations (DAO) is the second-ranking management position at the Mike Kelley Foundation for the Arts (MKFA), reporting directly to the Executive Director (ED). The DAO serves as a senior operational partner to the ED and provides hands-on tactical leadership and oversight for the Foundation’s day-to-day administrative, and business functions. The DAO is responsible for developing and implementing financial and operational strategies, managing risk and compliance, overseeing human resources, and ensuring the Foundation’s infrastructure aligns with its long-term goals. The DOA partners with the ED on institutional planning and helps ensure clear communication, coordination, and information flow across the organization. Based in the former home and studio of artist Mike Kelley in Highland Park, the team understands that infrastructure and execution underpin grantmaking and program impact. As the Foundation expands to take on new initiatives, every responsibility—large and small—contributes directly to its effectiveness and long-term sustainability. ESSENTIAL DUTIES AND RESPONSIBILITIES Leadership and Strategic Management • Lead day-to-day administrative operations of the foundation to ensure organizational effectiveness, and alignment with MKFA’s mission., • Provide project support to the Executive Director., • Contribute to the development and implementation of MKFA’s strategic goals and initiatives, developing scalable infrastructure to support future growth., • Identify opportunities to streamline systems and reduce administrative burden., • Represent MKFA externally with institutional partners, vendors, and grantees as appropriate, • Maintain ongoing communication with the ED, ensuring awareness of critical operational and financial issues.Financial Management & Budgeting, • Lead and refine annual operating budget process (~ $2.4M) in partnership with the Executive Director, • Monitor spending against budget and coordinate with outsourced bookkeepers, accountants, and auditors to ensure timely and accurate payroll, financial reporting, audits, and tax filings., • Review general ledger coding and ensure proper class/program allocation and functional expense reporting., • Oversee accounts payable process and financial controls utilizing Bill.com, • Review, analyze & synthesize financial data for the ED and Board; prepare quarterly and annual reports, budget projections, art sales, and cash flow analyses in collaboration with the outsourced bookkeepers, • Ensure compliance with financial, insurance, and regulatory obligations, including maintaining appropriate insurance coverage and risk management practices.Operations and Administrative Systems, • Evaluate and improve internal systems, procedures, and infrastructure., • Develop, refine and document operational procedures and internal controls., • Maintain organizational compliance calendar (insurance renewals, registrations, filings)., • Oversee facilities care and maintenance, ensuring MKFA’s sites and assets—including archives and art collections—are maintained to the highest standards., • Coordinate board meetings, meeting minutes, retreats, events and related materials in partnership with the ED and staff., • Oversee and implement IT systems, software, and data security in collaboration with internal and external partners., • Evaluate, organize, and set policies of current recordkeeping, including Google Drive, implementation of a Digital Assets Management System, company email, backups, CMS, etc., • Manage vendor and consultant relationships and contracts as appropriate, including legal, audit, and investment services., • Develop organizational disaster, emergency and illness prevention plans.Staff Administration & Benefits Coordination, • Collaborate with ED and outsourced consultants on Human Resources and Staffing matters. Works with HR consultants and employment counsel to ensure compliance with all labor laws and best practices and develop or update HR policies and employee handbook materials as needed., • This role supports HR administration and benefits management but does not serve as the organization’s primary HR decision-maker., • Oversee recruitment, onboarding, and offboarding process; manage employee benefit programs including enrollment, coordination with providers, and annual compliance tasks for 401K., • Work with the ED and HR Consultants to improve and implement annual employee evaluation and professional development processes., • In collaboration with ED and staff, fosters a healthy, equitable, and inclusive workplace culture that reflects MKFA’s values.Program and External Relations, • Provide high-level oversight of MKFA’s grantmaking and philanthropic programs, ensuring compliance and alignment with the Foundation’s mission and operational capacity., • Provide operational support and coordination to staff, helping to clarify processes, timelines, and resource needs. This role strengthens cross-functional collaboration but does not hold primary supervisory responsibility for program staff., • Support the ED as requested with institutional and gallery partnerships, rights and reproduction management, licensing, in coordination with internal and external stakeholders., • Additional duties and responsibilities may be added as necessary.QUALIFICATIONS, • Bachelor’s degree or equivalent experience required., • 6 to 10+ years of senior management experience in nonprofit, arts, or cultural organizations preferred, • Proven expertise in financial management, budgeting, administration and operational management., • Solutions oriented and comfortable wearing multiple hats; able to adapt gracefully to a broad variety of situations and people., • Proven collaborator who supports and complements Executive Director leadership, • Strong strategic thinking, analytical, and communication skills., • Proven success in staff and project management, and overseeing HR policies/Benefits, • Strong communication skills both in writing and in interpersonal conversations; be an excellent listener and facilitator of conversations., • High degree of professionalism, discretion, and attention to detail., • High-level of proficiency in MS Office Suite, Google Workspace, and related systems, experience with databases and QuickBooks Nonprofit preferred., • Position works in our Los Angeles location (Highland Park) during standard business hours Monday to Friday, 9 am – 5 pm and may require travel to storage facilities and other venues with which the Foundation does business., • Periodically may require lifting, moving 20 lb. boxes., • Must possess a valid driver’s license, • Paid vacation (10 days per year, accrued), • Paid holidays (11), • Paid winter break (up to 5 days annually), • Paid sick/safe time (10 days per year accrued), • Medical insurance with optional vision and dental plans available with subsidy from the foundation, • Eligibility for 401k after 6 months with annual employer contribution and additional match, • Professional Development opportunities We are passionate about creating an inclusive workplace that promotes and values diversity. Everyone is welcome and our employees are comfortable bringing their authentic selves to work. We believe that diversity drives innovation and allows employees to do their best work. In California, the relationship between employer and employee is “at will.” This means that, without an employment contract, the employer or the employee can terminate the employment relationship at any time, with or without cause. It is the policy of Mike Kelley Foundation for the Arts to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance. Powered by JazzHR onVklsHhdn

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