The 418 Project is Seeking: Administrative/Finance Coordinator approximately 25 hours per week. Flexible schedule, may do much of your work from home if preferred.
Our Mission: The 418 Project supports emerging artists and diverse communities to create a more inclusive world
About Us: Since 1993, The 418 Project has provided affordable, accessible art space for all to Move and Be Moved. In 2021 we purchased our permanent home on the Riverfront in downtown Santa Cruz, and we are committed to creating more opportunities for working artists and diverse communities, resulting in more belonging for all, especially between diverse groups. We envision an inclusive arts center that feels like home, with truly accessible spaces and programming available to and designed for every body, regardless of age, body type, skin color, socio-economic or physical ability, gender or sexual orientation. Because we own our building, we aspire to make a positive impact that will stretch beyond our lifetimes.
The Role: working closely with our Executive Director and senior bookkeeper, our Administrative/Finance Coordinator identifies, organizes and manages our organization’s administrative systems, does our books, and is our central team supporter. Working as an integral member of Team 418, the A/FC listens carefully to internal and external clues, honing in on organizational needs and gaps with a sense of appreciative inquiry, and working accurately, compassionately and responsibly to fill them, with a continuing commitment to up level the organization. A/FC supports our executive, operations, programming, technology and community development positions, and is a compassionate, grounding influence in a fluid, fast-moving community arts center in a period of dynamic growth. Additionally, this job encompasses close assistance of the Executive Director and key board members, including support of grants, donor and government relationships, with an eye toward our upcoming Capital Campaign. BIPOC and LBGTQ+ candidates are especially invited to apply.
You are the right person for this position if you:
have strong administrative skills and excellent follow-through
are already facile with databases and CRMs (we use Neon One, Quickbooks, Excel, and Google Drive)
get a thrill out of an accurate spreadsheet
want to contribute while learning in a non profit environment
are detail-oriented and self-motivated
can prioritize and juggle multiple deadline-driven tasks
have solid writing skills and love the language of appreciation
are patient and capable of dealing with multiple, sometimes challenging personalities with humor and grace
thrive in a team environment
enjoy the process of building interpersonal relationships (you enjoy people)
Bonus Points:
speak at least some Spanish
have a passing familiarity with payment systems such as Square, Stripe and Donor Box
want to make a difference in Santa Cruz that will positively impact generations to come
Knowledge, Skills, & Abilities
Well-organized and detail-oriented
Excellent interpersonal skills, with high professionalism, humor, and grace
Comfort managing others - i.e. helping support/prioritize others’ work as needed
Curiosity and interest in learning, especially in regards to nonprofit operations
Self-directed with a passion for (or at least great satisfaction in) meeting goals and deadlines
Essential Duties and Responsibilities:
Financial and Administrative Coordinator
24-29 hrs/wk
Summary: The Financial and Administrative Coordinator oversees the financial and administrative systems of the organization under the supervision of the Executive Director. This position is involved both in oversight and improvement of overall systems as well as managing transactions and communications directly.
30% - Income
8-12 hrs/wk
Track and categorize cash, check, and online donations (Benevity, Donorbox, Square, Stripe, PayPal, ACH, and Venmo)
Track and disburse fiscal sponsorship payments, communicate with sponsees
Create invoices for recurring and one-time rentals
Track and follow up on rental payments
Create receipts for all donations and payments - ensure transparency and traceability
Make regular bank deposits
Use Quickbooks Online to to ensure clean and thorough financial records
20% - Expenses
5-8 hrs/wk
Categorize and organize receipts for all expenses - ensure traceability and transparency
Pay invoices and bills
Write checks and make payments to artists, independent contractors, and other service providers
Track and complete security deposit returns for renters
Use Quickbooks Online to categorize all expenses and reconcile accounts monthly
Keep track of subscriptions and ensure efficiency
20% - Development
5-7 hrs/wk
Support grant reporting, writing, and prospecting
Support budget creation and tracking
Create relevant reports including on profits, expenditures, budget, and/or comparisons
Maintain and update Neon One to maximize donor and community engagement
Utilize Neon One segmentation to send customized communications
Update profiles on donor platforms like Guidestar and CharityNavigator
Communicate with donors as needed to maintain positive relationships
20% - Compliance
3-7 hrs/wk
Oversee completion of insurance documents and reporting
Organize sensitive and important documentation, including communications from IRS and other federal, state, and city agencies
Maintain 501c(3) status by keeping track of deadlines and submitting necessary documentation for Attorney General, Secretary of State, and Franchise Tax Board
Keep track of, and make necessary payments for, city licenses and taxes
Organize and update onboarding documents, including required employee documentation
Collaborate with Senior Bookkeeper and accountants to file yearly tax returns and required forms
Support Executive Director in Human Resources management, including incident reports, creating policies, and research
10% - Misc
1-4 hrs/wk
Create contracts for fiscal sponsees and other agreements
Oversee payroll monthly and ensure compliance with state laws regarding pay
Support Eventbrite operations for in-house productions
Create and update other tools and systems as needed - i.e. Employee Handbook, Google Voice, Mailchimp, etc.