Operations Coordinator
Core Values Statement: Since its founding in 1968, National Black Theatre (NBT) has continuously served as a hub for the next generation of Black theatre artists by providing training, creative development and opportunities to showcase their work. Over its history, NBT has maintained its strong commitment to helping to bring underrepresented voices to the forefront that provide fresh, diverse perspectives on critical issues of equity and social justice. Currently, NBT is completing a major capital redevelopment project that will enable it to sustain and grow its mission exponentially.
Job Summary: The Operations Coordinator supports both the Operations Team and the organization overall (staff of ~18) in ensuring that day-to-day transactions and logistics run smoothly and the physical spaces are in a state to support comfort and productivity. The Operations Coordinator often acts as the first point of contact for staff and visitors and should bring a warmth and invitingness to their everyday work, helping to implement a true ‘culture of care’ across NBT’s active venues. The Operations Coordinator will have visibility into the 360 degree view of how a visionary arts nonprofit operates, across areas of finance, facilities, HR, programs and production. This is a full time, non-exempt, in-person role reporting to the Operations Manager. The pay rate is $25-26/hour plus benefits including health insurance and generous PTO.
Responsibilities: The responsibilities of Operations Coordinator include but are not limited to:
Facilities / IT
Manage office opening and closing daily, ensuring the space is functional, clean, organized and well-stocked.
Organize storage of items in NBT’s office and auxiliary spaces
Supervise routine maintenance tasks, such as weekly cleaning.
Manage supply orders, maintain inventory, and coordinate storage of items.
Handle incoming mail and packages to ensure prompt delivery to intended recipients.
Offer initial support for individual and shared equipment / technology issues.
Be present at the theater site as needed to welcome visitors, distribute materials, coordinate exchange of keys, etc.
Finance / Administration / Systems
Collect and submit receipts, ensuring accurate monthly book closures, across departments.
Facilitate timely payments to vendors, contractors, and freelance artists.
Manage NBT’s subscriptions and user profiles for office tools (e.g., Zoom, Slack).
Organize NBT’s physical and digital filing systems, for documents such as contracts, insurance policies, and personnel materials.
Coordinate Operations team meetings: create agendas manage team calendars.
Update onsite calendar for all office-wide events.
Monitor and redistribute requests coming into general inboxes (e.g., info@) as necessary
HR / Culture / Cross-team Support
Organize staff events, such as outings, potlucks and retreats (with HR Manager).
Support with hiring, staff onboarding and offboarding procedures.
Coordinate staff appreciation gestures, like birthday cards and celebrations of achievements.
Gather required staff documents, such as benefit enrollments and compliance forms.
Support in researching professional development opportunities for staff.
Participate in cross-departmental meetings, documenting and disseminating notes.
Act as a thought partner in brainstorming/implementing operational enhancements to boost efficiency, capacity, and promote a healthy office culture.
Qualifications
Deep appreciation for NBT’s mission and approach to Black liberation
1-2 years of administrative experience, preferably in the non-profit and/or arts sector
Excellent organizational and planning skills with keen attention to detail
Experience handling sensitive matters with discretion
Excellent communication and interpersonal skills
Ability to multitask and prioritize effectively
Proficiency in Google Suite and Microsoft Office
Familiarity with office tools such as Slack and DocuSign