Job Title: Operations Administrator
Status: FT Non-exempt (hourly)—32 hours, Tuesday–Friday
Reports to: Managing Director
Compensation: $25/hr (annual equivalent base on 32 hour week = $41,600)
Benefits include health insurance (Loft pays 80% of a top-tier health plan), life insurance, two weeks paid time off annually (starting), 11 holidays, accrued sick/personal leave, and the opportunity to take one free Loft class per year.
About the Loft: One of the nation’s leading nonprofit literary centers, the Loft Literary Center is dedicated to advancing the artistic development of writers, fostering a thriving literary community, and inspiring a passion for literature. Each year, the Loft offers more than 300 creative writing classes a year for youth and adults in Open Book, community settings, and online. The Loft also supports writers and readers through grants, mentorships, writing studios, regular readings, a literary festival, a writers conference, and on its website through a wealth of resources about craft and the writing life. Loft staff members enjoy a flexible and enjoyable workplace; a culture of wellness supported by health and other benefits; and the company of dedicated and creative colleagues. The Loft works at being an antiracist organization that deepens life-sustaining connections and contributes to liberated communities.
Logistics: This position will be in-person at the Loft’s offices in Open Book from 10 a.m.–2 p.m., Tuesdays through Fridays. With the exception of occasional in-person meetings, there is the option to work off-site for the remainder of the 32 hours. There may be some adjustments to hours according to seasonal work flows. Reliable cell phone access and high speed internet are required for work off-site.
Position Purpose: The Operations Administrator assists with human resources, financial activities, facilities, and operations administration in order to support the success of the Loft, our staff, and our co-locating partners.
This is an administrative desk job. You will spend most days working with staff, vendors, and sub-tenants, on operational and financial (not creative) tasks. We are interested in candidates who are passionate about an opportunity to provide “behind the scenes” support to the Loft’s staff and pursue the administrative side of nonprofit work. You must want to play this important administrative role—while we would value a candidate's admiration for the programmatic side of the Loft's work, this is not a programming position. Growth in this position will not mean growth into programmatic responsibilities.
Primary areas of responsibility and tasks:
In all areas of accountability for this position, responsiveness, empathy, and impeccable attention to detail are essential. You will be a good fit if you enjoy a task list that changes day-to-day; enjoy helping others have the information, tools and space to accomplish their work; love timelines, deadlines, and details; can keep information secure and confidential; and you share our commitment to antiracism.
1. Human resource support
- Learn the Loft’s personnel policies and practices and effectively implement them in the administration of benefits including insurance and time off.
- Consult and support supervisors through the new and departing staff check-lists.
- Administer employee payroll and benefits paperwork and processing for new hires, qualifying changes, and terminating employees
- Conduct onboarding and offboarding
- Coordinate the annual benefit open enrollment processes based on plan years
- Track holiday, vacation and personal leave to ensure compliance and accurate record-keeping.
- Keep 403b, benefits portal, life insurance, other portals/vendors up to date with status and salary of employees as appropriate.
- Perform required background checks on staff and independent contractors working with vulnerable populations or sensitive data
- Perform employment verifications
- Maintain personnel files and HR-related vendor relationships
- Help monitor regulations and best practices in human resource administration and employment practices to ensure organizational compliance
- Provide administrative support for antiracism, DEI, and other organizational and professional development activities for Loft personnel.
2. Financial administration
- Administer payroll, and track time off requests and approvals.
- Create and monitor time studies for timely completion
- Assist managing director and accountant with payment processing
- Assist in generating financial reporting and data analysis projects
- Assist with the procurement and management of credit cards and accounts, receipts and allocations
- Assist accountant and other staff in resolving finance-related queries
- Maintain financial/business forms and files
- Assist with the updating signatories and banking-related authorizations
- Recommend improvements and initiate new procedures in accounting/business systems
3. Office management and general operations support
- Serve as the first point of contact for office-related and operational concerns
- Administer, manage, and maintain the Loft’s G-Suite platform, phones, office equipment, security access and physical space
- Manage and support tenants and subleases for long-term office and co-locating partnerships
- Respond to and manage short-term and one-time classroom rentals
- Provide primary support for staff meetings (seamlessly manage A/V for hybrid org meeting, keep/create agenda, take minutes, organize celebration of recent birthdays and anniversaries, etc.)
- Serve as an in-house expert/consultant on Asana
- Fill in answering the general phone line and monitoring loft.org email as well and other duties of the Loft’s Constituent Services Associate during vacations and other absences.
The list above is representative of the essential responsibilities for the job, but it is not necessarily an all-inclusive list of duties required to perform this role. Other duties may be assigned within the areas of these responsibilities and occasionally, you’ll be asked to help with something completely outside your regular role. In particular, these opportunities come during “all hands on deck” events like the weekends of Wordsmith, our conference for writers, and Wordplay, our literary festival.
The specific knowledge required to do the above can be learned if the applicant meets the following job requirements:
- A customer service orientation—the ability to remain personable, diplomatic, and a commitment to be responsive
- A track record demonstrating exceptional attention to detail
- Intermediate knowledge and use of Google Suite, excel, and other office environment applications
- Proficiency with databases (such as Salesforce) and the logic generating reports
- An open and learning orientation to technology, software, and office equipment
- Appetite and ability to learn quickly
- Strong interpersonal and communications skills including proficiency in written and spoken English
- Ability to work, find answers, and check tasks off with a great deal of independence
- Enjoyment working alone and in-teams
- A positive, forward-looking, and curious approach
- A demonstrated commitment to antiracism and ability to champion the Loft’s core values
The ideal candidate will have:
- Associate’s degree or equivalent experience in an administrative role
- Long-term interest in nonprofit administration or management and a desire to grow in the field
- Basic understanding of human resources and required confidentiality
- Basic understanding of accounting, especially non-profit accounting
- A love of stories and books
- Analytical skill and experience
- A sense of humor and an ease with people
NOTE: Loft employees are not eligible to apply for Loft awards for writers
To Apply: Please answer the application questions and submit your resume via Submittable. If you do not have a Submittable account, you will need to create one.
Due to the expected number of applicants, we request that you do not call or email to check on your application status. You will get a confirmation by email to let you know that your application was received as well as notification when the position is filled..
Hiring Process: This position is open until filled; applications will be reviewed as they come in. Interviews will begin the first week of October. Our hope is to have positions filled by Nov 15.
The Loft is an equal opportunity employer.