Office Coordinator
SUMMARY
SFJAZZ is seeking an experienced full-time Office Coordinator. This position is responsible for providing venue scheduling and office coordination services in support of the Operations team and organization wide activities such as the SFJAZZ Gala and on-sale activities. The successful candidate will execute office support services in coordination with the Operations Team. This individual is a member of the Operations team, having accountability for office systems coordination and facilitation, organization-wide calendaring platform oversight and office systems productivity training. As a key member of the SFJAZZ team the Office Coordinator will provide critical operational infrastructure interface to the ongoing focus of creating a supportive and optimized work environment.
ABOUT SFJAZZ
SFJAZZ is one of the world’s most popular and important presenters of jazz. The SFJAZZ Center is a beautiful and perfect stage for jazz artists and the community to celebrate the living American art form of jazz. The $64 million dollar Center launched in 2013 and the 33-year-old non-profit organization now crafts distinguished programming and education services from the heart of the San Francisco arts district.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manages, maintains, and rolls out the organizational calendar in Artifax, SFJAZZ’ scheduling and management platform; contributing to design and overseeing adherence to established protocol.
- Manages and maintains conference room calendar and arranges meeting resources as needed.
- Coordinates cross-functionally with all departments on organization-wide projects and events.
- Maintains office services by organizing office operations and procedures including but not limited to; coordinating in and outgoing mail and deliveries; coordinating filing, storage and archival systems; facilitating office supply requirements; maintain staff kitchen and monitoring administrative services functions.
- Supports ongoing building services by coordinating facility supply orders and deliveries and scheduling vendors to support building activities.
- Under the direction of the Associate Director of Facility Operations optimizes office efficiency through the planning and implementation of office systems, layouts, and equipment procurement.
- In coordination with IT, provides execution support for the maintenance and optimization of the AYAVA VOIP eco-system and tracking to resolution outstanding IT support requests.
- Collects and maintains data on facility usage; produces organizational scheduling-layer reports for internal and external constituents.
- Provide administrative support to the Director of Operations, Associate Director of Operations and Operations department.
- Any other duties as assigned.
STATUS AND SCOPE
- Comfortable operating in a fast-paced, creative, entrepreneurial, technology-forward, not-for-profit cultural institution.
- Ability to manage sizable workloads concurrently and prioritize tasks in a fast-paced work environment.
- Outstanding interpersonal skills, including strong verbal and written communication skills.
- Work collaboratively and professionally within the Operations team and the organization at large.
- Curiosity and habit of learning and educating others on new uses of existing application platforms and technologies related to office systems and venue calendaring.
- Ability to work as part of a team and collaborate with co-workers, vendors, and others as needed to perform assigned work duties.
MINIMUM QUALIFICATIONS
- Minimum of one+ years office administrative experience. Associate’s degree in office administration, management or related field preferred.
- General knowledge of automated and manual office operations, including communication functions
- Experience with management of multiple calendars and/or heavy scheduling experience.
- Physically able to walk, stand, climb stair, and lift up to 30 pounds. Position may require standing for long periods of time.
- Ability to work undistracted in an open office environment
- Proficiency in the Google platform, Microsoft and integrated cloud applications environment
- Organized and detailed orientated.
- Industry experience with event and/or venue management software a plus. Aritfax experience highly desired.
Working Conditions:
The work schedule includes customary office hours plus potential for overtime hours during critical periods such as On-Sales, Gala, Festival weeks and special events.
Salary is commensurate with experience.
This is a full time benefits eligible job. SFJAZZ offers several medical, dental and vision plans as well as Life insurance and a generous 401K matching plan after 90 days. We also offer several perks such as
- comp tickets to shows
- comp tickets to other shows such as the SF Ballet, when available
- up to 50% off merchandise in our box office
- discount on membership for family and friends
- all staff meetings and almost monthly all staff gatherings
- invites to member only events
- access to our music practice rooms, when available
- an onsite wellness program offering yoga and massage
- up to 20% discount off many local shops in Hayes Valley
SFJAZZ Mission
Founded in 1983, SFJAZZ is a recognized international leader in jazz creation, presentation, and education. SFJAZZ explores the full spectrum of jazz, from the music's origins in the Caribbean Basin and African American community to its diverse present-day expressions around the world. As a nonprofit organization, SFJAZZ works to develop the audience for jazz in the San Francisco Bay Area and beyond. SFJAZZ celebrates jazz as a living art form, built on a constantly evolving tradition.
To Apply
Please send your resume in .doc or .pdf format, cover letter to jobs@sfjazz.org with “Office Coordinator” in the Subject line. Resumes will be accepted until the position is filled.
SFJAZZ is an equal opportunity employer, and is committed to a diverse and harmonious workplace.
Job Title: Office Coordinator
Department: Operations
Reports To: Associate Director of Facility Operations