Office Manager

Job Title: Office Manager
Location: Hybrid (Remote with occasional in-person presence as needed)
Reports to: Executive Director

Position Summary:

Chicago Dramatists is seeking a highly organized, energetic, detail-oriented Office Manager for a multi-faceted role overseeing the daily administrative operations of our small arts organization. The ideal candidate will excel at and enjoy keeping CD running smoothly, bringing initiative, follow-through, and a commitment to excellence to manage office functions and communications, track and conduct financial processes, and support organizational efficiency and growth. This is a key role that interacts with all CD constituents, including leadership, members, artists, students, vendors, partners, audiences and the public.

Key Responsibilities:

Administrative Support

Maintain and improve office systems and workflows, including managing organizational files, retrieving data as needed and maintaining graphic, photo and branding libraries.
Manage organizational communications promptly and professionally, including responding to email and website inquiries, generating email lists, troubleshooting technical problems.
Identify opportunities for efficiency and recommend tools, platforms, or services that enhance productivity
Document and systematize operational processes for efficiency and continuity
Financial Management

Accurately record all income and expenses, including deposits, donations and grants, credit card charges, checks, and ACH transfers.
Process, track and report payments and reimbursements to teachers, artists, 1099 independent contractors and others.
Manage contracts and agreements.
Oversee and track bill payments, tax documents and reporting.
Collaborate with leadership and external accounting firms on budgeting and financial reporting.
CRM and Web Management

Maintain and leverage the Customer Relationship Management (CRM) system to support organizational operations. Pull reports, data and insights as needed. (Experience with Neon preferred.)
Maintain the website, including page and information updates, calendars, course and event additions, graphics and registration links, rental information.
Compliance and Governance

Track and ensure timely submission of governmental filings and compliance documentation
Project Management and Support

·       Organize class and instructor schedules, manage contracts, discounts and refunds, and field questions.

·       Assist with planning, coordination and implementation of fundraising, member and special events.  Attendance at some performance is desirable.

Collaboration

Coordinate with teammates, instructors, artists, leadership and other colleagues to support programs and events.
Communicate effectively with the Executive Director and Executive Board

Key Skills and Personal Qualities:

·       Expertise: Demonstrated organizational and project management skills, proven ability to follow through on tasks and responsibilities, strong attention to detail and accuracy

·       Proficiency and Willingness to Learn: Experienced in Office and CRM Software.  Comfortable learning and implementing new digital tools.

·       Adaptability: Adapt to variable deadlines, workloads and work styles, juggling multiple priorities with limited resources.

·       Creative Problem-Solving: Identify issues independently, think creatively and with others to generate solutions.

·       Excellent Communication: Communicate clearly, respectfully and professionally with CD members, artists, partners, vendors, audiences and the public.

·       Interpersonal Skills: Work effectively with a variety of people both inside and outside the organization.   Genuinely enjoy assisting people and teams in achieving excellent results.

·       Appreciation of the Arts: An interest in theatre and an understanding of the unique challenges and opportunities of working in the arts sector.

·       Commitment to Values:  Uphold CD values at all times and in all situations; build organization’s reputation while representing CD to the public.

Experience:

·       Two years’ experience managing an office, preferably in a hands-on arts, education or comparable organization.

Schedule and Compensation:

Part-time, approximately 20 hours per week. Work hours negotiable
This is a remote position, occasional in-person availability may be requested
Compensation commensurate with experience