Job Description

About Snow City Arts

Snow City Arts (SCA) inspires and educates children and youth in hospitals through the arts. SCA provides one-on-one and small group instruction in the visual arts, creative writing, poetry, theater, music, dance and media arts to patients at Rush University Children’s Hospital, Ann & Robert H. Lurie Children’s Hospital of Chicago, Children’s Hospital University of Illinois (UIC), and Cook County Health. Snow City Arts’ programming also includes virtual instruction to meet the needs of young people who are isolated due to illness. Further, SCA is leveraging its investment in virtual learning to launch Communities Creating Together to foster community building across our various locations and our broad range of constituencies.

Snow City Arts’ curricula are steeped in studio practices and benchmarked by the National Core Arts Standards and Common Core State Standards. SCA works in close partnership with Chicago Public Schools and suburban school districts. With permission, student’s learning outcomes and portfolios are sent to their schools in order to generate credit assignment for work completed with SCA. The Snow City Arts team includes an administrative staff of five and an artistic staff of eight part-time, professional Teaching Artists, as well as numerous interns, work-study students, and volunteers. As a small yet mighty organization, our team values an “all hands on deck” approach balanced with a strong commitment to wellness. Snow City Arts is committed to generating a work environment that centers on learning, equity, and inclusivity. A cohort member of Enrich Chicago, SCA is committed to advancing systemic change in the arts and is building a vision and framework for anti-racist work across the organization.

Summary of Position

The Operations Associate reports to the Program Director and manages a full portfolio of diverse administrative responsibilities in support of the successful operations of SCA. This role will support organizational leadership, development functions, and Board committees via scheduling, report collection and production, periodic note-taking at meetings, and other administrative tasks. This role also has primary responsibility for data reporting and analysis on a monthly, quarterly, and annual basis and on other schedules as requested.

Responsibilities

Programmatic Support

• Produce data reports monthly and on other schedules as requested; facilitate data organization.
• Collaborate on maintenance of HIPAA*-compliant and FERPA**-compliant student database, artwork archive, and student/family permissions/consents/releases.
• Lead the production of school reports and support SCA’s academic advocacy for its students.
• Gain approval for, order, and manage timely delivery/pick-up of art supplies and equipment across hospital campuses; support financial tracking and coding of supply purchases and accounts; occasionally move artwork and equipment weighing up to 50 pounds for various curricular and events needs.
• Via email and phone, correspond with Chicago Public Schools, public and private school administrators, and hospital teachers to confirm school credit assignment. 
• Support time clock entries for hourly staff and pre-stage payroll on a monthly basis.
• Support SCA Virtual Learning Initiatives including managing consents and releases, scheduling software, and data reporting (systems include DocuSign, Microsoft Teams, Acuity, Zoom, and Google Surveys/Sheets).
• Support future research initiatives.
• Schedule one-on-one tours with Teaching Artists in partner hospitals and manage related communication and preparation.

Organizational Support

• Support organizational leadership and Board Committees by scheduling meetings, collating and producing reports, and periodically taking meeting minutes. 
• Serve as one of two team members responsible for facilitating bank deposits.
• Manage own monthly credit card reconciliation; coordinate Administrative Team’s monthly reconciliation process and transmit to the external bookkeeper.
• Work in collaboration with Development Associate to process and track donor data and produce donor reports and acknowledgement letters.
• Support printing, sale, framing, and delivery of individual works of art.
• Support staff interactions at Governing Board and Board Committee meetings and events.
• Manage administrative tasks and special projects as needed to ensure smooth operation of the organization.

Priority Skills and Experience

The ideal candidate will have a combination of the following professional and personal qualities, skills, and characteristics. Snow City Arts will consider candidates who do not meet every single requirement.  

• Commitment to supporting a culture of collaboration, cooperation, and accountability.
• Strong verbal communication and writing skills, with the ability to adjust communication style for multiple audiences.
• Excellent attention to detail.
• Strong interest in nonprofit administration, arts in health, and/or arts education practices and procedures.
• Exceptional data management, including production of reports and data organization.
• Exceptional computer skills, including proficiency in Microsoft and Google suites.
• Inquiry-based approach to problem solving and gathering information.
• Active listener with the ability to synthesize information and translate into action plans.
• Commitment to developing an anti-oppressive work environment.
• Ability to navigate tense or challenging interpersonal dynamics in a manner that is centered on trust, respect and shared vision. 
• Capacity to build internal and external relationships; aptitude in working closely with people from various artistic and administrative backgrounds.
• Strong organization and planning skills, with the ability to respond to shifting priorities and support multiple aspects of organizational development and operational sustainability. 
• Commitment to growth of personal critical analysis of anti-racist frameworks and practices.

Desired Skills and Experience

• Ability to manage and manipulate artwork files, with proficiency in Adobe Creative Suite.
• Experience working directly with youth and families, especially youth and families who identify as ALAANA***, queer or LGBTQIA+, newcomers, first-generation immigrants, and people with disabilities. 
• Familiarity with the public school and arts education landscape of Chicago. 
• Access to reliable transportation that allows for commuting to meetings throughout Chicago.
• Ability to transport artwork and supplies up to 50lbs.

Compensation and Benefits

This is a part-time, non-exempt position with some evening and weekend work required. The rate for this role is $20/hour. There are 16-24 paid days off annually split among vacation, sick days, and holidays (depending on how holidays fall in the calendar) and we offer a flexible, hybrid work environment. We offer a Flexible Spending Account as well as an employee retirement account, the latter with a 3% match from Snow City Arts. 

Background Check and Health Records

• A criminal background will not automatically eliminate you from consideration, though a criminal history background check will be conducted for final candidates prior to beginning employment. 
• A variety of documentation (typically related to vaccines and annual tests and a 10-panel drug screen, which are paid for by Snow City Arts) is required to meet the health documentation requirements of our hospital partners. COVID-19 vaccines, including documentation, are required prior to or within the first two weeks of employment.

*HIPAA: Health Insurance Portability and Accountability Act

**FERPA: Family Educational Rights and Privacy Act

**ALAANA: African, Latinx, Arab, Asian, Native American

Snow City Arts is an equal opportunity employer. Snow City Arts is committed to building a culturally diverse and pluralistic team. ALAANA-identified individuals, transgender and gender-nonconforming people, people from poor and working-class backgrounds, and individuals with disabilities are encouraged to apply. 

How to Apply

• Cover letter
• Current résumé

Job Categories: Equal Opportunities. Job Types: Part-Time. Salaries: 20,000 - 40,000.

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