Operations Coordinator

ABOUT ASAP

The Armed Services Arts Partnership (ASAP) is a DC- and Hampton Roads-based nonprofit with a mission to reintegrate veterans, service members, and military families into their communities through the arts. We promote expression, skill-development, and camaraderie through classes, workshops, and performances across a variety of artistic disciplines. Our focus on consistent programs and partnerships ensures that members of our community have continuous opportunities for artistic and personal growth. Our approach provides participants with transferable life skills, a renewed sense of purpose, and improved well-being. At the same time, we strengthen ties between veterans and their communities through the arts. ASAP has been featured on CNN, ABC, BBC, and the Washington Post; has been the subject of a documentary from PBS; and has even delivered a performance at The White House. The organization has been recognized by Americans for the Arts as a national leader in engaging veterans through the arts, HillVets as one of the 100 most influential organizations in the veterans space, and on the Forbes 30 Under 30 list.

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What The Job Entails

  • Internal Operations: Maintain the accuracy and organization of ASAP’s Google Drive, SOPs and Google site, team calendars, meeting schedules and agendas, project management platform, and internal communications software.

  • Communications: Maintain ASAP’s website to be organized, accurate, and up to date; create, publish, and manage event pages for all of the organization’s performances and events; assist the development and program team with all printing, supplies, material, and mailing needs; monitor, answer, and direct all incoming phone calls and general email inquiries.

  • Program Administration: Support the Program Manager and Program Coordinator with the execution of all administrative tasks associated with ASAP’s classes, workshops, and performances.

  • Donor Relations: Monitor and execute all administrative activities related to the stewardship of private donors, including donation receipts, thank you letters, board phone calls, website updates, event invitations, and special initiatives; maintain the organization’s CRM and fundraising management platforms.

  • File Management: Maintain accurate and up to date digital and physical files for the organization.

  • Human Resources: Maintain, update, and help execute the organization’s human resources functions, including position description development, job postings, applicant relations, interview scheduling, administrative onboarding, and payroll and benefit administration.

  • Bookkeeping: Assist with day-to-day bookkeeping responsibilities, including accounts receivable and payable, revenue and expense tracking, and bank reconciliations.

 

RELEVANT SKILLS

I. Technology: You must have or be able to quickly develop advanced proficiency in the following:

  • Google Drive, Documents, Forms, and Calendar

  • Microsoft Office Suite

  • QuickBooks

  • ADP Run Payroll

  • Square, Stripe, and WePay payment processors

  • Squarespace web development tools

  • MixMax

  • Grasshopper Virtual Phone System

  • Asana project management software

  • Slack communications software

  • Customer Relationship Management software

II. Workplace: You must have direct or indirect prior experience with the primary responsibilities outlined above: internal operations, communications, program administration, donor relations, file management, human resources, and bookkeeping.

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This Role Probably Makes Sense For You If:

  • You are able to manage your time effectively and remain highly organized while working on simultaneous tasks and deliverables.

  • You have superior attention to detail and strong written and verbal communication skills.

  • You are intellectually curious and excited by opportunities to develop new skills.

  • You remain calm and flexible in the face of unexpected changes.

  • You are energized when working in demanding, fast-paced start-up environments where you have the ability to shape the future of an organization.

  • You approach your work and colleagues with a positive and enthusiastic attitude.

 

This Role Probably Doesn't Make Sense For You If:

  • You cannot live in the DC Metro Area.

  • You are uncomfortable working in a small work environment that involves less structure than a larger organization.

  • You don’t check your emails and deliverables at least three times before sending.

  • You are applying to this job because you think our programs are cool, but you haven’t considered the amount of work that goes into making the organization run.

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Compensation & Benefits

  • Salary competitive with other veterans and arts non-profits in the DC Metro Area

  • Healthcare reimbursement plan benefits

  • SIMPLE IRA with 2% employer match

  • $1,500 annual leadership development stipend

 

To Apply

Ready to join the team? Please submit all of the following application materials to recruiting@asapasap.org to be considered for the role:

  • Resume

  • Statement of Interest of no more than 300 words explaining why you would be a fit for this opportunity; please do not send us a cover letter

  • Writing sample of no more than three pages