We remain committed to our equity and anti-oppression initiative when identifying new team members through our hiring process. To that extent, we invite and encourage all applicants to complete our Diversity Survey.
Alliance of Resident Theatres/New York - Administrative Coordinator POSITION// Administrative Coordinator Classification // Regular Full-Time Reports to // Daniella Benavides, Director of Internal Operations Location and Schedule// This role will primarily work out of offices at 520Spaces and is expected to work on site. There may be some options for remote work which can be discussed. Standard work hours are Monday through Friday, 10am-6pm. Key Relationships // Risa Shoup and Talia, Corren, Co-Executive Directors; ArtsFMS Supervises // NA Compensation // $55,000. Employer-provided benefits including health, dental and vision. Option to enroll in AFLAC, Commuter Benefits and a Retirement plan. Flexible paid time off policy. Timeline // Tentative start date Oct 10, 2023
Who You Are
We are looking for collaborators whose experience will add to the way we support our members deeper than just service level. We welcome authentic personalities of any kind. Ideally, you enjoy creative abrasion and rumbling with new ideas; you are excited to be of service to New York’s nonprofit theatrical community; and you are energized by the prospect of taking part in a highly transformative period in an organization’s evolution.
At A.R.T./New York, we strongly encourage individuals from historically underrepresented communities including people of color, trans/NB/GNC, women, and disabled people to apply for our openings. A.R.T./ New York strives to create a supportive work environment staffed by people who love the theatre, have a desire to support the field, and are committed to a just and diverse community in all its forms. A.R.T./ New York is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, military status, or any other characteristic protected by law.
How We Work
A.R.T./New York is currently undergoing a period of exciting transformation as we collectively create a new structure and collaborative work environment through a process that we hope can be a model for the field. We are beginning to build a workplace that values collective intelligence, and as a result have started to form more interdisciplinary teams that work across departments. As our work evolves, we are utilizing a number of tools to ideate and standardize our processes including:
Responsibilities include but are not limited to:
Gmail: For email correspondence.
GCalendar: Part of the Gsuite where we organize our personal calendars as well as set up meetings internally and externally. We also utilize it to organize an All Staff calendar and Office Occupancy. It is vital for employees to keep their calendar up to date.
Slack: Used to communicate with one another remotely as well as share quick updates with the entire staff. Channels are created around teams and workflows in order to maintain transparency.
Google Drive: Used to store documents that are working drafts. Also a tool we use to collaboratively work on documents.
Box: To keep ourselves organized. This is where we store all of the files. Final drafts of working docs from Google Drive are saved here. *There are plans to sunset Box and migrate all filing to Google Drive in October 2023*
Airtable: A multi-use database that can function as a spreadsheet, calendar, and visual sharing tool. Each department will have at least one database to manage their calendars.
Asana: Used to organize departmental workflows and projects as well as collaborate interdepartmentally as needed.
1Password: Used to securely house sensitive information including but not limited to credit card numbers, login credentials and PIN information.
Acrobat Adobe: Used to view and edit PDFs and send documents for certified digital signature.
Ramp: Used to manage and code expenses, track department spends and allows for staff to have a physical company card or virtual one.
The Ideal Candidate
May be early-career, even entry-level. We welcome candidates at all levels of experience.
Is highly effective at communicating with colleagues, members, and other stakeholders, with the ability to provide support with patience, attentiveness, and a generous and understanding demeanor.
Is eager to work on a collaborative team, but able to work independently to complete tasks on an agreed upon timeframe.
Ability to manage multiple competing priorities and projects, working with varies collaborators. We encourage this role to ask questions, request clarification, and raise a flag when appropriate.
Comfortable with financial transactions and making updates to a budget
Is comfortable utilizing different platforms for project management (Such as those mentioned above) and if unfamiliar, excited and willing to learn.
Possesses a commitment to diversity, equity, and inclusion and will bring that commitment into every meeting.
As ART/NY remains in a time of transition we are seeking candidates comfortable with change who can adapt to an organization where roles and responsibilities may shift and change over time.
Is interested in learning about the core business functions of a non-profit, and, as such, is detail-oriented and takes a systems-minded approach to their work and problem solving.
Primary Responsibilities and ExpectationsPrimary Responsibilities and Expectations
Distribute mail, receive deliveries, and order office supplies.
Make outgoing mail drop-offs and bank deposit runs
Provide direct scheduling support and meeting coordination and follow up for Co-Executive Directors and Director of Internal Operations
Keep the office and conference room tidy and take ownership over office appearance.
Ensure that any staff accessibility needs are met in the office.
Provide support for events for staff including but not limited to arranging refreshments, coordinating and scheduling the event, and being point of contact to external guests or facilitators.
Facilitate celebrations for the staff including birthdays, holidays, and special occasions.
Organize social outings for A.R.T./New York staff.
Track and maintain inventory of office supplies and other pertinent needs
Track and manage cleaning of office, as-neededEnsure that staff have supplies that they need and collect any requests for additional supplies.
Prepare manual checks and submit invoices for payment to ArtsFMS
Source necessary tax documents such as W9’s from independent contractors as necessary.
Provide support to the Director of Internal Operations with finance tasks including, but not limited to, processing invoices, coding and submitting receipts, preparing and making bank deposits, and maintaining financial records
Communicate received checks such as funds from a grant or foundation, or membership dues to the correct department so that they can record and approve
Assist Financial Admin Team (ArtsFMS) and Executive Co-Directors with the annual audit which includes but is not limited to collecting documents, drafting letters, coordinating meetings between internal and external audit team.
Support Director of Internal Operations in ensuring that full and part time staff meet the legal requirements for Anti-Harassment Training.
Maintain and update the annual office holiday closure calendar and communicate reminders and automated messaging templates to the staff.
Will require airtable updating and managing
Track updates in expenses to the General Operations Budget and communicate these updates to the Internal Ops Team tracker; Updates also include meeting with the Director of Internal Operations quarterly to review the budget.
Review invoices and payments to contractors and vendors; work with ArtsFMS Accounting and submit with correct coding and send to the appropriate department for final approval.
The Alliance of Resident Theatres/New York (A.R.T./New York), a leading service and advocacy organization for New York City's more than 400 nonprofit theatres, seeks a Studio Rental Associate for its Fort Greene and Midtown Manhattan locations.
We hire for this position throughout the year to maintain a full studio and rentals team. If you are interested in being considered, please apply using the button below. We will reach out to you when we are hiring. If you have any questions in the meantime, you can reach out to us at [email protected].
About the Position The Studio Rental Associate is responsible for providing customer service support to all renters at A.R.T./New York's studio spaces and overseeing safety, cleanliness and activity in the space. South Oxford Space in Fort Greene Brooklyn has offices for 20 non-profit theatre companies and 3 rehearsal studios for rent by the hour, as well as a flexible performance and studio space. Spaces@520 in Midtown Manhattan has offices for 20 non-profit theatre companies, a shared desk space and 10 rehearsal studios. The position reports to the Interim Director of Studio & Office Rentals and the Studio Operations Manager and will work closely with the Spaces@520 and South Oxford Space Coordinators.
Responsibilities include but are not limited to:
Field phone calls and emails requests for studio space.
Utilize Ungerboeck/Momentus (studio reservation program) to enter reservations, sending confirmations and invoices and collecting payments.
Review and process rental form submissions through Airtable (data management software)
Field general questions about the facility and A.R.T./New York membership and services.
Work with a variety of populations, including children, nursing home residents, and patrons with specific accessibility needs and ADA accommodations.
Manage traffic flow of renters, prep entrances for wheelchairs, strollers and deliveries and respond to the needs of tenants as they arise.
Hands-on management for all events in spaces including room set up/restore, trash collection and updating informational signage.
Maintain studios and the overall building for rental activities including sweeping/mopping/vacuuming, emptying trash, prepping and storing equipment, maintaining restroom cleanliness, monitoring temperature, and maintaining sidewalks.
Be responsible for the safety of occupants during an emergency, including contacting emergency services and facilitating evacuations and area searches as needed.
Correspond with renters, tenants and staff, and other administrative support.
Other duties as assigned.
The Studio Rental Associate is a welcoming face of A.R.T./New York to all constituents, provides exemplary customer service; is a self-starter, possesses strong computer skills, is able to lift 25lbs, is comfortable with walking at least one flight of stairs and is able to stand for periods of time.
This is a part-time position working from both A.R.T./New York's Spaces@520 and South Oxford Space. Hours vary and the position is scheduled for 10 to 30 hours per week. The rate for this position is $22/hour.
The Alliance of Resident Theatres/New York (A.R.T./New York), a leading service and advocacy organization for New York City’s more than 400 nonprofit theatres, seeks a part-time Front-of-House Manager at the A.R.T./New York Theatres, located at 53rd Street and 10th Avenue in Manhattan. We believe that our core values of Opportunity, Innovation, Community, Empowerment, Justice and Equity are enhanced when we create a workplace as well as a community that is diverse, equitable and inclusive.
About A.R.T./New York
A.R.T./New York’s 400 member theatre companies – from Pregones in the Bronx, to Lincoln Center Theatre, to National Black Theater in Harlem, to Theatre Breaking Through Barriers, the Chocolate Factory in Queens, Soaring Eagle Productions, Target Margin Theatre in Brooklyn and Pan Asian Rep - are the heart of the organization. A.R.T./New York provides subsidized office and rehearsal space at Spaces@520 in midtown Manhattan and South Oxford Space in Fort Greene, Brooklyn; subsidized performance space at the A.R.T./New York Theatres; funding through grant and loan programs; training through workshops and peer roundtables; and convenings for the field with a special focus on the needs of small nonprofit theatres. These programs, along with advocacy efforts, have positioned A.R.T./New York as a thought-leader in the New York theatre community and the arts citywide.
The A.R.T./New York Theatres consist of two spaces; the Mezzanine Theatre, a large flexible space with seating up to 149 and the Jeffrey and Paula Gural Theatre, a flexible black box space with seating up to 87. The Front-of-House Manager will join a rotating team of three which serves as the face of A.R.T./New York for all rental productions and audiences in the theatres. The position is responsible for the safety of the public and will be a resource to the front-of-house staff provided by each rental production. The Front-of-House Manager will report to the General Manager of the A.R.T./New York Theatres and will collaborate with technical staff and rental clients for the smooth running of all activities in the building.
Responsibilities include but are not limited to:
Provide orientation and communicate building protocols to the front-of-house staff provided by each rental production (house manager, box office rep, and ushers)
Conduct daily fire safety checks
Responsible for the set-up, storage and care of front-of-house equipment
Communicate with rental staff and A.R.T./New York staff to facilitate starting times of performance and troubleshoot issues
Direct lobby traffic and monitor ingress, intermission, and egress
Support and communicate with the renter’s front of house staff to provide engaging customer service
Check lobbies and restrooms for cleanliness prior to and during each performance
Respond to audience questions and concerns
Coordinate distribution of program inserts
Coordinate with House Technician for any building needs during performances
Maintain applicable attendance records and prepare nightly FOH reports
Following each performance, check that public areas are clear and all audiences have departed and coordinate with the House Technician for securing the building
Other duties as assigned
The ideal candidate will:
Have previous front-of-house experience in a theatre or performance venue
Demonstrate the ability to be a team leader
Remain calm under pressure while juggling multiple demands
Possess exemplary customer service and communication skills
Be passionate about theatre and embody A.R.T./New York’s spirit of service
Obtaining or possessing a valid FDNY F-03 Certificate of Fitness is a requirement for the position. Proficiency with Microsoft Office preferred. Previous CPR/First Aid training is a plus. The candidate should be able to lift 25 lbs. and be able to stand for extended periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This is a part-time position which requires a flexible schedule including nights and weekends, the occasional weekday matinee, and holidays. Candidate should be available to work 2-3 shifts per week on average. The rate for the position is $20/hour.
Please email a cover letter, resume, and three references to [email protected]. PDF format preferred. Include “HOUSE MANAGER” and your full name in the subject line. Resumes will be reviewed as they are received, with training to begin in September. No phone calls, please.
A.R.T./New York strives to create a friendly environment staffed by people who love the theatre, have a great sense of humor, and welcome diversity in all of its forms. A.R.T./New York is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, military status, or any other characteristic protected by law.
Founded in 1972, A.R.T./New York assists over 500 member theatres in managing their theatre companies effectively so they may realize their rich artistic visions and serve their diverse audiences well. Over nearly five decades, A.R.T./New York has earned a reputation as a leader in providing progressive services to our members—from shared office and rehearsal spaces to technical assistance programs for emerging theatres—which have made the organization an expert in the needs of the New York City nonprofit theatre community. A.R.T./New York’s 400 member companies are the heart of what we do, and we provide them with four core areas of support, listed below along with some key examples:
At A.R.T./New York, we strongly encourage individuals from historically underrepresented communities including people of color, trans/NB/GNC, women, and disabled people to apply for our openings. A.R.T./New York strives to create a supportive work environment staffed by people who love the theatre, have a desire to support the field, and are committed to a just and diverse community in all its forms. A.R.T./New York is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, military status, or any other characteristic protected by law.
Employees must be fully-vaccinated (as defined by the CDC). If you require accommodations for a disability or other exemption, please email our Director of Internal Operations, Daniella Benavides, to discuss. ART/NY will consider requests on individual circumstances of the situation and applicable law. You may also request a copy of our vaccine mandate ahead of submitting your application, which Daniella can provide [email protected].
