Jobs at Dance/USA

Office Manager / Executive Administrator
Reports to: Executive Director

Dance/USA , the national service organization for professional dance, seeks a full-time, multifaceted Office Manager / Executive Administrator who will be responsible for general daily office operations and for providing administrative support to the Executive Director and other key department directors. The Office Manager / Executive Administrator serves as the liaison to the organization’s Board of Trustees and provides support in such areas as programming, meeting planning, individual and group travel arrangements, internal and external communications, accounts payable and receivable, and other areas. The qualified candidate must be extremely detail oriented and exhibit superior organizational, interpersonal, and oral and written communication skills. The individual in this vital position must have the capacity to see the organization’s overall operations, to anticipate needs and respond quickly and effectively to ensure smooth operations.

Responsibilities include, but are not limited to:

Office Management / Executive Assistance

• Implement and manage systems related to daily office functions;
• Manage and distribute incoming mail, e-mail, phone and faxes;
• Maintain files and correspondence, including all Dance/USA archives and dance library;
• Receive and respond to requests for materials and resources, including sales of publications, and route requests for special data or other information to the appropriate staff member;
• Maintain office supplies, storage and equipment areas; place orders for supplies and materials as needed or requested by other staff;
• Oversee and maintain all office equipment (copier, printers, fax, postage meter, etc);
• Provide support to the Director of Finance and Operations with accounts receivable and accounts payable;
• Prepare and provide agendas for weekly staff meetings;
• Assist with recruiting and supervising interns on general or project specific tasks;
• Assist with data entry in updating database information systems as needed;
• Coordinate intra-office meetings, events and parties;
• Assist the Executive Director with Board meeting planning, logistics and communications with Trustees;
• Make travel arrangements for the Executive Director and other staff as needed for conferences, meetings and other business related travel.

Development Support

• Assist the Director of Development with data entry for funders in database;
• Assist with online grant applications;
• Coordinate periodic mass mailings to funders (quarterly member letters, etc);
• Assemble grant proposal packages;
• Keep grant proposal support materials up to date;
• Assist with writing or updating some grant proposals.

Programming Support

• Assist the Director of Programming with meeting and event logistics as needed;
• Process programming registrations, including payment of fees and requests for reimbursements, and coordinate communications with registrants as necessary;
• Coordinate travel arrangements for conference speakers and guests as needed;
• Prepare nametags and other packet materials for meeting and conference attendees;
• Coordinate the registration set-up and onsite processes with the Director of Programming;
• Coordinate shipping of materials to and from meeting/event sites.

Qualifications

The successful candidate will be an energetic professional with experience in management with a dance, arts or nonprofit organization. Superior multitasking skills and the ability to set priorities are essential. This position requires attention to detail and excellent customer service abilities.

Bachelor’s degree required; also requisite is a proficiency in a variety of standard business computer programs including Microsoft Outlook, Word, Excel and Access, Adobe Acrobat among other programs. Experience with QuickBooks is preferred but not required. Experience and/or knowledge and an interest in technology, website and database development a plus; some travel is required.

Application Closing Date: September 15, 2008.

Salary and benefits commensurate with experience; send a one-page cover letter stating your qualifications and salary expectations, a complete resume, and a writing sample by email to:

Tom Thielen
Dance/USA, Director of Finance and Operations
tthielen@danceusa.org

Include job title in the email subject line. No phone calls please.

Dance/USA is an Equal Opportunity Employer.

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Dance/USA INTERNSHIPS

Dance/USA offers volunteer internship opportunities to undergraduate and graduate students on a semester basis. As a membership-based, national service organization for professional dance, we offer opportunities to work on a variety of issues facing the field of dance on a national scale. Internships run on a semester basis and a stipend of $100/month is available. The information and specific requirements for upcoming internship opportunities are listed below. Please contact Monica Reid at 202-833-1717 or danceusa@danceusa.org for more information.

You may apply for any of the following internships:

Administration

Job description: Assist Administration Manager with overseeing all day-to-day office operations. The Arts Administration intern will work with the Administration Manager on projects for the Board of Trustees, and also assist in areas of programming, development and finance.

Duties include: creating documents for the Board of Trustees, assist in maintaining registration databases, maintenance of general and vendor correspondence, answering phones, and assist in tracking incoming and outgoing correspondence with vendors, funders and members.

Applicants must be detail-oriented and exhibit excellent professional, organizational, and interpersonal skills. Experience with Microsoft Word, Access, and Excel is a plus. email: danceusa@danceusa.org or snail mail: 1111 16th St. NW, Suite 300, Washington, DC 20036.

Membership

Job description: Assist Membership Director with implementation of membership policies and procedures, recruitment and retention. Interact with national constituency to provide current information about Dance/USA programs and the field at large.

Duties include: maintenance of databases; email communications; creating mailing labels and invoices; creating and organizing materials for events; helping to monitor, create and distribute communications with the membership including weekly and monthly news emails; internet research; respond to member inquiries and requests for membership; general administrative tasks; maintain listserves; assisting with the creation and development of recruitment and retention strategies; proofreading and editing; and comparative analysis.

Applicants must: be a sophomore in good standing, be proficient in Microsoft applications including Word, Access, and Excel. Website/html skills a plus. Hours are flexible. Please send cover letter, resume, two references and a writing sample no longer than 1000 words to the attention of Katherine Fabian either fax: 202-833-2686, email: kfabian@danceusa.org or snail mail: 1111 16th St. NW, Suite 300, Washington, DC 20036

Marketing/PR

Job description: Assist the Marketing/PR Manager with promotion of Dance/USA, it’s projects, events and branch offices.

Duties include: Helping to maintain and grow a national press/dance-press list, assist with the writing and distribution of press releases; assist with maintenance and development of press kit; Internet research; proofreading/editing; general administrative tasks; work with other organizations to promote collaborative events; talk with press; be knowledgeable about Dance/USA and its programs and publications.

Applicants must be sophomores in good standing and be proficient in Microsoft applications Word and xcel, website/html skills a plus. Hours flexible. Please send cover letter, resume, two references and a writing sample no longer than 1000 words to email: danceusa@danceusa.org or snail mail: 1111 16th St. NW, Suite 300, Washington, DC 20036.

Government Affairs

The government affairs intern will learn the tools and techniques of advocacy while becoming familiar with federal policy and legislative issues of concern to the performing arts community. The GA intern will:

• track legislation, conduct phone calls to congressional offices, draft correspondence for members and update content of government affairs information on the website;

• accompany government affairs manager on visits with Capitol Hill staffers;

• attend government affairs planning meetings with coalition partners in the American Arts Alliance, the Performing Arts Visa Taskforce and the Cultural Advocacy Group; and

• work on specific research projects to increase Dance/USA’s advocacy tools and resources.

Experience with Microsoft Access helpful but not mandatory. Excellent oral and written communication skills a must. Please send a cover letter and resume to the attention of Amy Fitterer , Director of Government Affairs.