WORK WITH US

Responsible for:

• Supervising Payroll and Benefits Administrator;
• Creating and coordinating the annual Budget with AD, tracking for all departments in collaboration with General Manager (GM), Director of Production and Operations (DP), Development and Marketing Directors;
• Working with external Auditors to prepare the annual audit and Forms 990, consulting with Audit Committee and Treasurer to ensure compliance with laws and best practices;
• Financial reporting to the Board, with AD and Treasurer; includes quarterly operating budgets and balance sheets, annual budget, audits and 990’s; scheduling and organizing Board meetings and materials with AD;
• Supplying budgets and financial information to program and development teams for grants, planning and reports;
• Overseeing administration of HR services including employee relations, performance review processes, organizational development, and pay equity in accordance with standard best practices and SAW’s core values and objectives;
• Managing and assuring compliance of all insurance policies including property & liability, D & O, workers compensation, crime insurance, short term disability, policies for offsite events; health benefits, Retirement plan, employee policies and programs;
• Working with the SAW Investment Committee to schedule regular meetings and carry out the policies of the committee for SAW’s Operating Reserve, Capital Reserve, Revolving Production Fund, as well as Working Capital.
• Supporting the AD and GM to ensure the smooth implementation of the institution’s artistic vision, mission, and programs; care and welfare of its Board, staff, artists and audiences; protection and upkeep of St. Ann’s new building and environs.
• Coordinating office management, IT, office and theatrical equipment purchases and repairs with DP and Facilities Manager
• Working with the Director of Production and Operations, manage capital project budgeting, administration, and reporting.
• Government Grants and Programs – applications, implementation and reporting – work w/Senior Staff Projects – overseeing reporting and submitting to government entities around special grants
• Working with GM and Director of Production and Operations, to reconcile production budgets and schedule payments;
• Reconciling box office income with GM and Box Office Manager.
• Reconciling and reporting on contributed income, concessions and rentals.

Qualifications include:

• Seven or more years of leadership experience working in financial management for a non-profit mid-sized organization in an arts related field;
• Ability to manage a $7 million and growing annual budget;
• Strong accounting and management skills;
• Excellent communication and negotiating skills;
• Knowledge of IT, including Quickbooks, Spektrix or comparable box office software, MS Office, Apple Products;
• Flexibility and ability to make decisions and respond quickly to change;
• Time management skills and an ability to work efficiently and effectively on your own and as part of a team

Responsible for:

• Coordinating the technical requirements and logistics for all productions and events from pre-production to post-mortem. This includes responsibility for communication with production leads from visiting artists, companies, event producers and any other stakeholders.
• Working closely with artists and designers to successfully achieve and implement their creative vision within the reality of budget constraints.
• Collaborating with the Director of Production in all aspects of production planning including assessment of technical riders, the creation of production budgets and calendars, including identifying and implementing any necessary deadlines.
• Coordinating and communicating production planning among artists, collaborating companies and St Ann’s staff including artistic director, general management, company management, operations and facilities, box office and house management.
• Supervising the planning and implementation of technical production requirements in collaboration with the Technical Director, Lighting Supervisor and Audio and Video Supervisor.
• Coordinating and supervising technical rehearsals to ensure a productive and successful implementation and integration of all production elements in support of the artistic vision of each project.
• Managing artistic and production teams to ensure the highest quality artistic standards as well as safety and efficiency.
• In collaboration with the Technical Director, recruiting, contracting and coordinating technical crew staffing, including run crew and other specialized positions for each production.
• Managing production budgets including expense tracking, invoice processing and finalization of general ledger accounts.
• Managing building and fire code compliance and any required permits including applications for temporary public assembly, smoke and haze, pyrotechnics, street closure and amplified sound permits.
• Collaborating with the Facilities Manager, Health and Safety officer and the full production team to continually ensure the integrity of the historic St Ann’s Warehouse building and the health and safety of all staff, crew, artists, visitors and audiences.
• Coordinating bidding and contracting with external vendors, shops and suppliers in collaboration with departmental production staff.
• Documenting all production needs in a manner that allows for centralized record-keeping and project tracking, generally through online shared production portfolios.

Qualifications and Qualities include:

• Track record of professional performing arts production experience at a high level of skill and artistic quality.
• Three years of experience in a management position in theatrical or event production.
• Demonstrated broad and deep knowledge of theater production and entertainment technology including scenic, lighting, sound and video design and production and all related stagecraft.
• Strong computer skills including spreadsheets and CAD.
• Well developed written and verbal communication skills.
• Willingness to work a flexible production centered schedule.
• Experience at an arts-producing or presenting organization, preferably a nonprofit, is a plus.
• A passion for the performing arts and a good sense of humor.
• Enjoy working as a member of a small but mighty team and value flexibility and nimbleness in action.

Responsible for:

• Assisting the Marketing Director with the planning and implementation of targeted production and institutional marketing plans, including the creation and distribution of printed materials, mailings, media placement, digital campaigns, videos, social media, ticket subsidies, cross-promotions, and sales reports;
• Implementing social media campaigns to support program and institutional visibility and generate ticket revenue and membership;
• Coordinating project schedules, deadlines, drafts, and edits with St. Ann’s graphic designers, press representatives, vendors and account representatives.
• Coordinating part time collaborators: videographers, photographers, film editors in staffing live performances and creating and distributing digital assets to team members in timely fashion;
• Managing review, notes and approvals from staff at St. Ann’s and partner presenting organizations;
• Overseeing Google Analytics for website & social media platforms;
• Maintaining and updating website content for show pages and institutional pages;
• Providing graphics for various internal department needs, including Development invitations and show programs, and provide marketing materials for development staff and PR consultants;
• Managing customer lists, maintaining SAW’s mailing and email lists and list exchange requests with other organizations;
• Managing local and citywide distribution of printed materials and managing printers and mail houses, as needed;
• Coordinating ticket donation and charity requests from outside organizations;
• Maintaining and reconciling marketing department monthly credit card receipts, invoices

Qualifications Include:

• Minimum 2-3 years training and experience in arts marketing or related fields.
• Ability to work independently, collaborate and work as part of a team.
• Strong oral and written communications skills, including copyediting.
• Excellent organizational, administrative, and computer skills.
• Experience in Adobe Design Suite (Adobe Photoshop and InDesign) required.
• Knowledge of Word, Excel, Spektrix, WordPress, DotMailer preferred.
• Social Media campaign experience required.
• Customer service experience and graceful interpersonal skills.
• Knowledge of New York City, national and international performing arts and cultural field a plus.
• Ability to work independently with a strong sense of self-motivation.
• Patience, flexibility and comfort with both abstract and concrete assignments.
• Ability to multitask, meet multiple deadlines, and plan ahead.
• Good sense of humor and problem solving ability.

Responsible for:

• Benefits & Compensation:
  • Process bi-weekly payroll and oversee employee payroll file maintenance.
  • In collaboration with the General Manager and Director of Finance, conduct an annual analysis of benefit plans.
  • Oversee open enrollments – Medical October 1, Dental/Vision February 1.
  • Administer benefit programs (including individual and group health and life, Transit program, FSA and DCA accounts, workers’ compensation, unemployment, and retirement plans) including orientation, conducting program analyses annually, acting as primary contact with brokers, processing changes, and ensuring proper deductions.
  • Reconcile, approve, and submit benefit invoices.
  • Provide employee reports for grants, internal requests or analysis, benefit requirements and compliance.
  • Verify processing of quarterly and annual Federal 941 and NYS-45 tax fillings
  • Prepare and enter payroll journal entries in accounting software with supporting documentation
  • Process and issue annual 1099 forms
  • Assist with annual Audit preparation (financial, workers comp, tax return)
  • Accurately respond to unemployment

   

• Employee Support and Compliance:
  • Support and coach employees and supervisors on HR concerns as they arise and refer them to appropriate Executive Staff for resolution.
  • Oversee Workers Comp, Unemployment, IRS and other government claims and issues.
  • Work in coordination with external legal counsel and consultants, ensure compliance with applicable Federal, State and City laws and guidance. Interpret appropriate laws and advise management and employees on compliance and policy issues. This includes NYC Paid Safe & Sick Leave (PSSL), NYS Paid Family Leave (PFL), and COVID Emergency Sick and Family Leave.
  • Lead the evaluation and updating of existing HR Policies and Practices and help to create new systems that lead to a healthy, supportive environment for all employees.
  • Update and distribute the SAW Employee Handbook and keep all employees apprised of policy changes as needed.
  • Work with Senior Staff to coordinate, adapt and disseminate policies recommended by SAW Legal Employment Counsel

   

• Recruiting & Onboarding:
  • Ensure SAW is actively recruiting, hiring, and supporting its team, including updating job descriptions and ad placements.
  • Lead hiring process from application to hire with SAW’s core values at the forefront.
  • Oversee and continue to develop the onboarding and off.

   

• Additional Responsibilities:
  • Office Management: supplies, deliveries, communications, copiers, etc.
  • Assist Director of Finance with bookkeeping tasks as needed, including A/P, journal entries, credit card statement reconciliation and assisting with the annual audit.

Qualifications Include:

• At least three to five years of payroll related skills, knowledge, and experience
• Knowledge of federal, state, and local payroll tax law
• Excellent interpersonal and communication skills
• Rigorous attention to details and proven ability to work with precision and accuracy
• Proficient with MS Office and Google Suites
• Ability to maintain a strict level of confidentiality, discretion, judgment, tact, and diplomacy in all matters required
• Time management skills and an ability to work efficiently and effectively on your own and as part of a team.