Programs Assistant
Oolite Arts is seeking a detail-oriented and proactive Programs Assistant to support the implementation and administration of our core programs, including Exhibitions, Education, Residency, Cinematic Arts, and Public Programs. This role is ideal for someone who thrives in a collaborative, fast-paced arts environment and is passionate about supporting artists and community programming. The ideal candidate has experience working with nonprofits and cultural organizations in South Florida.
Oolite Arts supports artists and advances the knowledge and practice of contemporary visual arts and culture in South Florida. Oolite creates opportunities for experimentation and innovation and encourages the exchange of ideas across cultures through residencies, exhibitions, public programs, education and outreach.
Benefits include:
- Competitive pay, retirement plan, paid time off, dental, medical, and more!
Key Responsibilities:
- Assist with open calls, coordination and logistics for exhibitions, education and residency
programs - Communicate with exhibiting artists, curators and program guests; help manage schedules,
contracts, and travel arrangements - Assist with school field trips, workshops, and class registration, including follow up and on-site
support when needed - Support event prep and work all public programs (includes evenings/weekends)
- Drafting agreements and liability waivers
- Track expenses, create and submit check requests to Accounting
- Maintain programs A/V equipment and inventory list
- Capture internal documentation (e.g., school visits, artists in studios)
- Some travel may be required and other duties as assigned
Education and/or Experience:
- Bachelor’s degree or equivalent experience preferably in an art museum, gallery arts non-profit organization or education environment
- Strong organizational and communication skills
- Ability to multitask and prioritize tasks
- Work evenings/weekends as needed
- Comfort working with artists and the public
- Familiarity with Google Drive, basic budgeting
- Familiarity of Event logistics, a plus
Work Environment
- This is a full-time position that requires attendance in the office located in Miami Beach five days a week, as well as occasional attendance at evening and weekend events.
Procedure for Application:
- Applicants should submit a resume and a one-page narrative describing interest and experience along with three references.
- Applications will be reviewed by the Company’s senior management.
- Send resume and accompanying materials to Email: [email protected]
- Subject: Programs Assistant.
EEO/DFWP
Job Type: Full-time
Compensation: $50,000
Benefits:
- Dental and Vision Insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
Apply
To apply, please email your resume using the button below.
Senior Accountant
Oolite Arts seeks an experienced, hands-on Senior Accountant to focus on Oolite’s accounting, finance, and audit activities. As a high-level individual contributor they will be responsible for documentation, record keeping, transparency, GAAP compliance, and accounting policies and procedures that result in clear, accurate, unassailable financial management. The Senior Accountant needs to be able to work independently with minimal supervision to perform complex activities, lead projects and initiatives with high visibility and broad impacts, to advance short- and long-term goals of the department and organization (i.e. develop and maintain financial policies, procedures and internal controls to safeguard assets). In partnership with the COO and CEO they will exercise accountability and fiduciary oversight, provide insightful financial analysis and reports to develop financial forecasts and budgets in making decisions for the organization. The Senior Accountant is also a trusted colleague and strategist to decision makers in the organization regarding resource planning and other resource management. The successful candidate will have an exact attention to accurate reporting and a commitment to helping their colleagues succeed.
Oolite Arts supports artists and advances the knowledge and practice of contemporary visual arts and culture in South Florida. Oolite creates opportunities for experimentation and innovation and encourages the exchange of ideas across cultures through residencies, exhibitions, public programs, education and outreach.
Benefits include:
- Competitive pay, retirement plan & match, paid time off, dental, medical, and more!
Record-keeping and Reporting:
- Manage month-end and year-end closing processes, including journal entries, reconciliations, and financial statement preparation.
- Oversee accounts payable and receivable functions, ensuring accuracy and compliance.
- Prepare and analyze financial reports, including balance sheets, income statements, and cash flow statements.
- Ensure compliance with GAAP and company accounting policies.
- Perform variance analysis and investigate discrepancies.
- Assist with budgeting, forecasting, and financial planning processes.
- Oversee annual financial audit.
- Collaborate with external tax advisors for tax compliance and reporting.
- Identify and implement process improvements to enhance efficiency and accuracy.
- Staff and support the Finance and Investment Committees of the Board.
- Manages cash flow projections.
- Administers the accounting and budgeting requirements for capital program.
- Manage relationships with banking officials, audit consulting firms, and other consultants.
- Produces all financial information related to grants on deadline.
- Make sure Oolite’s books reconcile with the owners rep for new building construction.
- Maintain endowment records and reconcile with Development Department.
Reports to external parties and regulatory agencies regarding, but not limited to, financial reporting and accounting standards; state and federal tax laws; federal grant and cost accounting standards; - data/information security to ensure timely compliance by the organization.
- Keep up to date records and filings with government agencies (i.e., Sunbiz, etc.).
Business Processes and Supporting Colleagues:
- Coordinates and manages the preparation of the annual operating budget with the various department heads.
- Develops, implements, maintains, and monitors internal controls through the organization on an ongoing basis.
- Partners with COO and CEO to drive the business and budget planning processes to ensure multiple-year financial plans are created and continually updated, reflect day-to-day operations and capital projects and engage ongoing cost reduction strategies in all areas; interpret and report on financials and makes recommendations for improvement.
- Reviews major contracts for financial impact, as requested.
- Partners with organizational leadership to enhance and better integrate finance with other organization functions.
- Oversees the planning and forecasting for multi-year capital projects in support of major fundraising growth initiatives.
- Monitor spending and travel policy; report issues to Human Resources as needed.
Education and Experience:
- Bachelor’s degree in accounting or finance; CPA or MBA a plus.
- Five years of experience in positions of increasing fiscal responsibility and leadership, preferably in not-for-profit organizations.
- Experience in capital campaign financial management.
- Expertise in generally accepted accounting principles (GAAP).
- Keen analytic, organization and problem-solving skills which allow for strategic data interpretation versus simple reporting.
- Solid experience coordinating budget development and analysis.
Knowledge, Skills, and Abilities:
- Strong interpersonal and communication skills; experienced in effectively communicating key data, including presentations to senior management, boards or other outside partners.
- Communicates in a transparent and understandable fashion; speaks, listens, and writes clearly.
- High degree of technical aptitude and advanced proficiency in use of spreadsheet, business analytics and administrative/financial/enterprise-wide resource planning.
- Ability to work well across a variety of functions, programs, and people.
- Understands nonprofit budget models and contracts.
- Exercises good judgment.
- Personal qualities of integrity and credibility.
EEO/DFWP
Job Type: Full-time Benefits:
- Dental Insurance
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
Apply
To apply, please email your resume using the button below.
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