BAX Part-Time Operations Associate

About the position:

As a key member of the Operations Team, the Operations Associate acts as a co-head Administrative & Facilities Assistant (AFA) (with the Technical Coordinator & Facilities Associate), and works closely with the Finance & Operations Manager and Senior Director of Finance & Operations. In this multifaceted role, the Operations Associate is responsible for scheduling the AFA team, is the main point of contact/administrator for non-rehearsal special rental requests, and provides guidance to the team of AFAs (4-5 people). AFA’s serve as front desk reception staff and are responsible for greeting the public, answering the phone, email correspondence regarding space rental, registration, and general matters, database entry, and cleaning. AFA’s also assist the Education Department with BAX’s After-School Pick Up Program during non-evening shifts Monday through Thursday.

Schedule:

The Operations Associate is expected to have three regular weekly shifts at the reception desk (approx. 21 hours/week) with 10 additional admin hours per week as mutually agreed upon with the Operations Team for concentrated work outside of the reception desk hours. In addition to the 31 weekly hours, the Operations Associate will share the “on call” role with the Operations Team as an emergency contact after hours and on weekends should a building or coverage issue arise and be the first person to be called as backup should AFA coverage be required. Additional compensation will be provided. BAX is staffed 7 days a week, 9am-10pm. We are specifically looking for this position to cover the below shifts in addition to 10 additional administrative hours which are more flexibly scheduled:

Reception Desk Hours (approx. 21 hours)***

Mondays 8:30a-3:30p

Tuesdays 8:30a-3:30p

Wednesdays 8:30a-3:30p

***Reception Desk Hours will shift in the summer during the Summer Arts Program to 8:00a-3:30p which will take place July 8 – August 2, 2024.

As a core staff member, the Operations Associate will attend all tri-weekly Core Staff Meetings and additional BAX-organized events.

Ideal start Date:

Paid training will start the week of June 27, 2024 and regular hours will start July 1.

Compensation:

This role will be compensated at a rate of $20/hour and is designated as an Hourly Part Time Permanent Employee. Part-time permanent employees of BAX are entitled to:

● Vacation and Paid Holidays
● Sick Time
● August R&R (excluding August 2024)
● Free and discounted Rehearsal Space
● Comp Tickets
● Discounted class enrollment
● Professional Development Stipend of $100 annually

Areas of responsibility include:

Space Rental Management:

Coordinate and uphold space rental policies and procedures with the Senior Director of Finance & Operations and Finance & Operations Manager (Business Office Staff).
Help oversee the booking of rehearsal space for dance, theater, and multidisciplinary artists with the support of Administrative & Facilities Assistants in four studios.
– Coordinate and contract rental bookings, from inquiry to contracting, for classes/workshops, informal showings, and special events for independent artists, dance/theater companies, and community members.
Manage renter relationships and troubleshoot as needed.

General Operations Management:

With the Operations Team, participate in the hiring, training, and scheduling (including coordinating subs and coverage issues) of the Administrative/Facility Assistants (AFA) front desk team ensuring the BAX Building is open 7 days a week 9am-10pm (with the exception of some holiday closures).
Participate in planning and facilitating AFA orientations and quarterly check-in meetings with the Operations Team.
Liase with education department staff regarding how programming may affect AFA shift schedules and responsibilities and vice versa (ie after school pick up staffing, school breaks etc)
Participate in improving systems and procedures across the organization. – Order office supplies as needed

General reception/front desk responsibilities as co-head AFA:

Heavy phone work regarding all aspects of the organization
Greeting the public (artists, students, families)
Orienting new artists to rehearsal spaces
Database entry
General correspondence
Cleaning, including rehearsal studios, hallways, and bathrooms
Putting away office supplies
Class registration & attendance
Rehearsal space booking
Assistance with mailings and collating/distribution of marketing materials
General administrative support to Core Staff as needed.
Pick up children at local schools (by foot) and bring them to our center as part of BAX’s School Pick Up (SPU) program to participate in after-school classes.
As needed, assist with Friday and Saturday evening box office shifts for BAX’s in-house program performances.

Qualifications:

The ideal candidate for this role is excited to engage with BAX’s anti-oppression and pro-inclusion work, is self-motivated, and enjoys a highly collaborative atmosphere. Employees should be able and willing to work in a child-friendly, multi-tasking, and, at times, high-stress work environment with many populations and multiple programs. Excellent communication, timeliness, and strong attention to detail is essential. Impeccable, friendly, and informative customer service is required. Experience with Google Suite (Drive, Docs, Sheets, Sites, etc.) and/or Microsoft Suite (Word, Excel, etc.) and Salesforce and Asana experience a plus. BAX is currently migrating its systems from Filemaker to Salesforce with an Amilia integration.

To Apply:

Qualified candidates should email Vanessa Adato, Senior Director of Finance & Operations (business@bax.org):

● Cover letter
● Resume
● Two professional references

Please use the subject line “Operations Associate. Strongest candidates will familiarize themselves with BAX’s mission statement, community, and programs. Your cover letter should include why BAX’s values and this particular opportunity align with your career goals. Emails only please.

The hiring timeline will include up to two rounds of in-person interviews at BAX, located at 421 5th Avenue, 2nd Floor, Brooklyn, NY 11215. If invited, professional references will not be contacted until the second interview.

BAX/Brooklyn Arts Exchange is an equal opportunity employer committed to creating and developing an inclusive staff team. People of color and individuals of diverse backgrounds are strongly encouraged to apply.