What are the responsibilities and job description for the Operations Director position at Quad City Arts?
GENERAL SUMMARY
Under the direction of the Executive Director, the Operations Director plays a key role in managing and improving internal processes, managing finances, and overseeing technology infrastructure for Quad City Arts. This position is responsible for financial oversight, event logistics, and IT infrastructure, particularly for major events like Festival of Trees. The Operations Director works collaboratively with the Executive Director, Development Director, and other staff to align operations with organizational goals.
ESSENTIAL JOB FUNCTIONS
• Develops and improves internal processes to enhance efficiency across departments.
• Collaborates with the Executive Director to align operations with strategic goals.
• Leads cross-functional projects to optimize operations, budgeting, and resource management.
• Processing payroll.
• Enrolling staff in benefit plans.
• Managing Board minutes, records, and communication.
• General office support and ordering supplies.
ACCOUNTING AND FINANCE
• Manages Quad City Arts accounting system, ensuring timely recording and acknowledgment of revenue. Handles and maintains accounts payable and receivable processes.
• Creates periodic financial reports, budgets, and forecasts to assess the financial position of the organization. Communicates reports to the Executive Director and Board as needed.
• Coordinates with accountants for audits, 990 filings, and financial compliance.
• Assists with financial reporting for grants, ensuring compliance and accurate documentation.
HUMAN RESOURCES
• Supports new staff onboarding and conducts orientation.
• Assists in maintaining employee benefit plans and records.
• Works closely with leadership to ensure compliance with employment policies and best practices.
TECHNOLOGY & EVENT IT INFRASTRUCTURE
• Oversees IT infrastructure for daily operations and event technology.
• Manages database integrity and ensures staff utilization of technology.
• Supports ticket office operations for all Quad City Arts programs, including Festival of Trees.
• Oversees IT infrastructure at events, including Festival of Trees, ensuring setup and functionality of Square point of sale registers, admissions technology, and the information booth. The Operations Director plays a key onsite role in ensuring a seamless experience.
• Stays updated on industry trends and recommends technology improvements.
• Reviews, selects, and manages relationships with suppliers providing services to the organization.
• Organizes and stores pertinent records according to regulatory and organizational requirements.
• Supports the Executive Director with administrative tasks, including Board communications, scheduling, and documentation.
• Performs other duties as assigned.
EDUCATION/EXPERIENCE
• A bachelor’s degree in Business Administration, Non-Profit Management, Finance, or a related field is preferred. Equivalent experience in operations, finance, or event logistics will also be considered.
• Professional experience in Human Resources is not required but preferred.
• Experience in a non-profit organization is a plus. Experience with budgeting, financial systems, and electronic spreadsheets is required. Management or leadership experience preferred.
• Strong communication and collaboration skills to work with staff, donors, and vendors. Ability to lead cross-functional projects and improve internal operations.
• Ability to independently analyze and interpret data for reporting to leadership and Board. Strong organizational and time-management skills.
• Knowledge in Microsoft Office programs, Sharepoint, QuickBooks, SquareUp Point of Sale, DonorPerfect preferred but not required.
WORKING CONDITIONS
Position requires a flexible schedule to support major events such as Festival of Trees. Ability to work within a normal office environment, with some travel and event-based responsibilities. May require lifting materials between 20 and 40 pounds.
COMPENSATION & BENEFITS
• $47,000 - $57,000 Annually.
• 401(k) Retirement Plan.
• Medical, Dental, and Vision Insurance.
• Paid Time Off (PTO). PTO allows employees flexibility for vacation, illness, personal matters, or emergencies. The PTO schedule is based on years of service, starting with 15 days accrued during the first year.
• Professional Development Opportunities.
• Mission-driven work impacting the arts community.
REPORTING RELATIONSHIPS
• Reports to: Executive Director
• Supervises: Job is not responsible for the supervision of other employees.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time to adjust and adapt to the changing needs of the organization.
INTERESTED APPLICANTS
To apply, please submit your cover letter and resume to Info@quadcityarts.com with the subject line: "Operations Director Application – [Your Name]".
APPLICATION DEADLINE
April 7, 2025
Quad City Arts is an equal opportunity employer. We are committed to creating an inclusive and diverse workplace where all employees and applicants are treated with respect and fairness. Employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. We encourage individuals from all backgrounds to apply.
Salary : $47,000 - $57,000