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Title

Office Manager 

About the Organization The internationally renowned Mark Morris Dance Group (MMDG) has received 'highest praise for their technical aplomb, their musicality, and their sheer human authenticity.' (Bloomberg News). Founded in 1980, the Dance Group performs the repertory of choreographer Mark Morris, hailed as the 'the most successful and influential choreographer alive, and indisputably the most musical' (The New York Times), whose work is acclaimed for its ingenuity, musicality, wit, and humanity. Live music and community engagement are vital components of the Dance Group. It has toured with its own musicians, the MMDG Music Ensemble, since 1996, and regularly collaborates with orchestras and opera companies around the world. In addition to 17 full-time dancers, the organization currently employs 34 full-time staff and 75 part-time staff, teaching artists, and musicians.

In the heart of the Brooklyn Cultural District, the Mark Morris Dance Center, founded in 2001, is the hub of dance and music education in Brooklyn. The nine-studio building provides affordable classes in multiple genres for people of all ages, levels, with and without disabilities, accompanied by live music. The studios, a performance space, a Wellness Center, and ancillary spaces are all available to the community and to nonprofit organizations at subsidized rates. MMDG's Community Education Programs partner with public and private schools and community centers to provide customized classes. MMDG also offers customized dance workshops for persons with Parkinson's disease and their caregivers.

MMDG programs in NYC and worldwide engage nearly 100,000 people annually. Propelled by core values of community, access, excellence, and creativity, MMDG is committed to ongoing equity, diversity, and inclusion work to ensure its programs are welcoming and accessible to all.
 
Category Operations  
Exempt/Non-Exempt Non-Exempt  
Full-Time/Part-Time Full-Time  
Description

SUMMARY:

The Mark Morris Dance Group is seeking a full-time innovative, resourceful, and proactive Office Manager to support day-to-day operations of the administrative spaces and serve as a comprehensive resource for the staff, especially as MMDG's office environment adjusts to accommodating hybrid (on and off-site) work arrangements. The Office Manager's primary responsibility is to create and manage office systems that enrich the workplace environment for MMDG's 30+ full-time administrative staff, Mark Morris, and the Mark Morris Dance Group at the Mark Morris Dance Center. The Office Manager serves as reception for MMDG's 3rd floor administrative office space and is responsible for greeting and directing visitors and answering and redirecting phones calls to staff. Excellent communication skills, the ability to stay adaptable and flexible and the capacity to balance competing priorities are critical to the success of this role. The Office Manager joins the organization at a pivotal moment as we reimagine how we operate, further embody our core values, and welcome back our community.

The successful candidate will join a community of dedicated arts and administrative professionals who are propelled by Mark Morris's commitment to artistic excellence, access to the arts, and the impact that the arts have in connecting and engaging communities. MMDG is committed to ongoing and sustained equity and inclusion work. All staff are expected to be actively engaged and dedicated to upholding our core values of celebrating our diverse community, pursuing excellence in all that we do, advancing access, exposure, and opportunity to dance and music, and cultivating creativity. Learn more about MMDG's commitment to antiracism and our core values.

Responsibilities include but are not limited to:

Office Management

  • Oversee office supply budget, analyzing usage and determining cost savings in accordance with company purchasing policies and budgetary restrictions; inventory and restock office supplies regularly and manage all orders ensuring administrative staff have the supplies they need
  • Manage office equipment vendor accounts and all associated invoices
  • Oversee mail systems, logging and distributing company mail and packages, scheduling pickups for outgoing mail, managing Pitney Bowes postage machine, FedEx, UPS, and USPS accounts and supplies, and maintaining staff and company mailboxes
  • Manage schedule for staff use of private meeting spaces, including two conference rooms and several private offices
  • Maintain the proper appearance and organization of the office and related storage spaces, including but limited to the administrative floor reception desk, reception closet, supply room, conference rooms, basement office storage, and staff lounge
  • Oversee plant watering and maintenance
  • Manage staff access to MMDG's 3rd floor private dance library catalogue
  • Implement and maintain office etiquette policies that foster a positive, collaborative, and sustainable work environment; proactively identify and highlight inefficiencies and make suggestions for continuous improvement.

Reception

  • Serve as reception for the administrative floor, greeting and directing visitors and monitoring the floor to guarantee that only approved visitors are admitted into the area
  • Field inquiries about MMDG and Dance Center programs (School, Adult, Rental, Dance for PD, Wellness Center, Community Education) by phone and email, serving as a liaison between students, donors, renters and administrative staff

Catering

  • Maintain catering and kitchen supplies for two employee kitchenettes
  • Manage catering orders for on-site events (board meetings, pre and post show receptions, employee gatherings, MMDG hosted public events)
  • Develop a preferred catering list that reflects a diversity of local foods and vendors

Administrative Staff Support

  • Prepare and distribute the daily office email, a summary of the day's special events, staff schedule, birthday and work-anniversary notices, and fire safety assignments
  • Assist with new employee on-boarding; welcome new staff to MMDG and help them learn the office systems and resources available to them
  • Work with HR to identify and organize staff events (staff/volunteer appreciation events, social opportunities, holiday celebrations, office luncheons, etc.)
  • Support staff meetings: schedule and distribute meeting invitations, assign minute takers, manage and distribute agendas and minutes, provide snacks (when in person)
  • Serve as a Dance Center Floor Warden and participate in Fire Guard Safety Training

SCHEDULE:

  • 40 hours per week, Monday-Friday, on-site
 
Position Requirements

YOU WILL BE SUCCESSFUL IN THIS ROLE IF YOU:

  • Enjoy Taking Care of People: You will go above and beyond, taking the time to thoughtfully find the best solution to a problem that ensures everyone involved feels supported and their needs are met
  • Are Solution-Oriented: You are a flexible and creative problem solver who has a demonstrated history of exercising good judgment and the ability to maintain a realistic balance of competing priorities.
  • Are a Team Player: You enjoy working collaboratively with multiple stakeholders to create systems and policies that ensure a welcoming, joyful, and respectful atmosphere.
  • Thrive in Variety: You feel energized when managing multiple projects and priorities simultaneously and like wearing different hats depending on the day’s activities.
  • Love the Performing Arts and Our Work: You are inspired by dance and the performing arts, and you genuinely appreciate the ways in which we pursue excellence in all that we do, celebrate our diverse community, advance access, exposure and opportunity to dance and music, and cultivate creativity.

QUALIFICATIONS:

  • 2+ years of experience in a similar role required
  • At least 21 years old; must be able to purchase alcohol on behalf of MMDG for events
  • Advanced computer skills with extensive experience in Microsoft Office/O365
  • Superb attention to detail and time management skills; has a strong sense for prioritizing tasks
  • Excellent written and verbal communication skills (English); additional languages a plus
  • Creative, resourceful, entrepreneurial mindset, with roll-up-your-sleeves mentality
  • Superior judgment and diplomatic skills
  • Compliance with MMDG COVID-19 Safety Plan and Vaccination Policy

PHYSICAL REQUIREMENTS:

  • Must be able to lift, push, pull, hold, and/or carry objects and equipment weighing up to 50 lbs.
  • Must be able to climb stairs, kneel, and crouch.

COMPENSATION AND BENEFITS:

  • Annual Salary: $40,000-$45,000; commensurate with experience
  • Paid vacation, sick/personal leave, holidays, and bonus days
  • Comprehensive benefits package includes: Employee Health and Life insurance covered 100%, Flexible Spending Plan, Voluntary vision and dental coverage, Pre-tax commuter benefit, 403(b) retirement plan, and 100% paid family leave
  • Access to free and discounted classes at the Dance Center and online
  • Access to special events and MMDG performances (when available)
  • Invitations to cultural events extended to staff members by community partners.

APPLICATIONS:

  • Only candidates selected for an interview will be contacted. No phone calls please.
  • Incomplete submissions will not be considered.
  • You will be asked to submit the following as part of your online application:
    • 1-page Cover Letter addressed to Elise Gaugert, Director of Events and Venue Operations
    • Complete résumé highlighting relevant experience.
  • The cover letter should include answers to each of the following questions:
    • Why are you interested in working at the Mark Morris Dance Group?
    • The Office Manager must have the forethought and organization skills to see and address a problem before it occurs. How have you exhibited this skill in previous positions?
    • MMDG is a values-driven organization; please review our core values of Community, Excellence, Creativity, and Access and discuss an instance in your professional career where you have demonstrated at least one of them.

DEADLINE:

  • The position is open until filled, but preference will be given to those candidates who apply on or before October 11, 2021. Ideal start date ASAP.
  • Please note that some candidate interviews will be conducted by video using the Zoom (https://zoom.us/) video communications application. Please download the application in advance and have a functioning camera and speaker on your device. MMDG can also provide candidates with reasonable accommodations, if needed.

 
 
EOE Statement We are an Equal Opportunity Employer committed to a diverse workforce and do not discriminate on the basis of race, color, creed, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, or veteran status. It is the policy of MMDG to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). MMDG does not discriminate against any qualified employees or job applicants with respect to any terms, privileges, or conditions of employment because of a person’s physical or mental disability. MMDG makes reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the duties and assignments connected with the job and provided that any accommodations made do not require significant difficulty or expense.  

This position is currently accepting applications.

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