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Office Manager

Communications Associate

Gallery Volunteer

Office Manager

  The Office Manager is an integral member of the team who maintains a supportive and smooth environment for operations and offices. This individual is an organized, enthusiastic, diligent, and consistent individual committed to supporting the arts, the community, and the underserved. 

 

Working closely with the Executive Director and Deputy Director, the Office Manager is responsible for managing CCC’s operations, including compliance, human resources, and overseeing the facilities and rental program. The successful candidate has extraordinary interpersonal skills, embraces challenges, has a knack for organization and administrative duties, and possesses the ability to motivate the team. This position reports to the Deputy Director.

 

Responsibilities

Operations & Facilities 65%

  • Manage the Foundation’s operations as outlined in the Office Management Manual

  • Supervise the flow of work related to the professional workplace, in appearance and efficient functions of the office, including mail, phones, open/closure procedures, out-of-office calendars, money log, and accounting procedures, oversee the Custodial Support Staff. 

  • Manage annual audit by working with accountants, and auditors and coordinating with team

  • Manage insurance and appropriate government filing

  • Organizes and supports team celebrations, birthdays, holidays, and team building within budget

  • Manage office equipment, usage and appropriate supplies

  • Develops, updates and  implements appropriate office protocols as identified and needed (i.e. health & safety protocols, emergency preparedness, office safety & security) 

  • Organizes and leads end-of-year closing activities (office clean up, team evaluations, etc.)

  • Manage compliance of operations, including:

    • Collaborate with the grants coordinator to ensure compliance and proper record-keeping of grants, submissions and deadlines

    • Ensure proper data collection for operations, such as Cultural Data Project 

    • Audits by external parties 

  • Support CCC events

  • Other duties as assigned

 

Human Resources 10%

  • Support hiring, onboarding/exiting staff and volunteers

  • Create, update, and maintain human resource system records

  • Manage and be knowledgeable about accessing/enrolling in CCC’s benefits (401K, health insurance, etc.)

  • Assist in implementation of personnel policies and procedures

  • Maintain compliance with federal and state regulations concerning employment

  • Manage timesheets, liaise with accountant/bookkeeper to review, submit and ensure accuracy of timesheets for payroll

  • Ensure proper flow, confidentiality and maintenance of employee data

  • Manage internship or employment agreements and partnerships with other agencies (SF Human Services Agency, Self Help for the Elderly, etc.)

 

Event Space & Relations 25%

  • Manage the relationship between the Foundation and their Landlord (Justice Investors/Intergroup), including CCC’s right to event space (A, B, C and other dates)

  • Annual submission of reserved dates (A, GB, and B)

  • Annual CPI adjustment

  • Oversee CCC Event space sharing program to meet annual goals; Coordinate event logistics with clients; identify needs and ensure customer satisfaction, outreach to existing and new clients to build revenue, and steward & build relationships

  • Support Annual Gala

 

Required Qualifications

  • Minimum 3-5 years in an operations, office manager, or administrative assistant position in a related field

  • Bachelor's degree in a related area and/or equivalent experience/training

  • Passion for the arts and culture, and/or for community-building work

  • Excellent written, oral communication and interpersonal skills

  • Ability to maintain confidentiality

  • Enjoy administrative duties and working in a supportive role. 

  • Good organizational, analytical and critical thinking skills

  • Independent worker and takes initiative

  • Ability to prioritize tasks, working toward shared common goals

  • Experience in a nonprofit settings, arts and culture, and educational organizations is a plus

  • Bilingual in Chinese and English a plus, however, not required. 


 

This is a full-time staff position. 

Salary Range: $50,000-$65,000 DOE

Eligible for benefits 

 

To Apply:

Email hoi@cccsf.us with resume, cover letter, and 2 references to apply. 

The position is open until filled.

Communications Associate

Chinese Culture Foundation of San Francisco (also known as Chinese Culture Center or CCC) is seeking a Communications Associate/Assistant, who is well versed in written and oral communications both external and internal. CCC thrives on being a great art organization connected to its community, and family of volunteers, members, donors, corporate sponsors and funders. This individual is an enthusiastic and passionate individual committed to supporting the arts, equity and access, and to elevating the underserved.
 

Working closely with the Marketing Consultant, the Communications Associate/Assistant works as an integral part of the organization’s (administrative, curatorial, programming) team to coordinate effective communication, publicity, and marketing strategies with relevant stakeholders, by the CCC’s communication timelines.

The incumbent coordinates with the Program, Gallery, and Curatorial team to prepare exhibition and programming communications and media kits. This includes preparing written drafts of press releases and advertising materials, as well as sourcing and processing images for multiple uses, including print media, web, and social media related to exhibitions and events, for sign off and final proofing by CCC’s administrative, curatorial and programming staff. 

The Communications Associate/Assistant designs all in-house communication materials, including e-newsletters, exhibition brochures, advertisements, and social media; and liaises with professional designers and printers for the timely production of communications materials as required.

The Communications Associate/Assistant works under the direction of the Marketing Consultant, and in collaboration with the team to determine best promotional strategies and messaging. They will be responsible for implementing promotional plans after final approval has been given, including all press communications and advertising; and distributing press releases to media contacts both internal and external to CCC (general and art-related news agencies). This includes developing and maintaining press contacts, including handling person-to-person calls; and posting to social media (Facebook, Twitter, Instagram and Youtube accounts) and the organization’s website. The Associate/Assistant collates publicity and maintains all press archives.

Responsibilities

Communications:

  • Manage communications calendar, designed in conjunction with Marketing Consultant and team needs (programming, institutional)

  • Manage and implement all digital communications and platforms, website, e-blast, social media (Facebook, Instagram, Twitter, Youtube) - including content creation, collaboration with team on programming and institutional messaging.

  • Manage and implement printed materials and collateral - including initiating projects, collaborating with graphic designers, creating content, implementing, and tracking deadlines. Materials include annual booklet, marketing postcards, banners, advertisements, etc.

  • Manage all marketing initiatives including advertising, cross-promotion, images request

  • Manages and implements all press strategies: collaborates with Marketing Consultant and Development Manager on organizing press events around CCC’s message, drafting and finalizing press releases, inviting media, responding to press inquiries

  • Press Archive: proactively tracks all press and maintains archives according to best practices

  • Other duties as assigned
     

Donor Communications and Tracking:

  • Via the management of the Development Manager, the Communications Assistant must provide accurate and timely communications of all gift processing, memberships, acknowledgements, and make sure that payments are delivered on time.

  • Perform mail merges for donor acknowledgement and other mailings.

  • Personalize and hand-address envelopes for donor correspondence & acknowledgement and other mailings.

  • Support set-up of online fundraising campaigns on website and donation platforms.
     

Minimum Qualifications

Education & Experience:

  • Bachelor’s degree or acceptable equivalent combination of education and experience.

  • Minimum two (2) years’ relevant experience in a nonprofit/contemporary visual arts and culture organization with community driven focus, preparing and implementing media communications, publicity and marketing; developing new and maintaining effective social media communications, including website and social media platforms; developing media and sector–related contact databases; designing marketing materials including newsletters, invitations, advertisements, brochures and other online and print materials.

 

Skills:

  • Exceptional writing skills, design and communication skills; deep familiarity with word processing software, email and internet software; design skills a plus; website Content Management System experience; capacities to regularly update knowledge and skill sets in advertising, publicity, and marketing strategies;

  • Familiarity with Salesforce database software is a plus.

  • Excellent organizational and interpersonal communication (both verbal and written) skills, including tact, diplomacy, good judgment;

  • Outcome and deadline-driven;

  • Able to work both individually and as part of a team;

  • Capacity to respond in a timely manner to inquiries with follow-up communications and materials;

  • Familiarity with art museums and non-profit organizations in contemporary visual art or community organizations;

  • Ability to meet deadlines and to work under pressure;

  • Bilingual in English and Chinese preferred.
     

To Apply:

Submit a letter of interest, resume and a 2 page writing sample to hoi@cccsf.us.
 

Interested applicants are encouraged to visit cccsf.us and the current exhibition to learn more about CCC

 

 

Gallery Volunteers

The Chinese Culture Center (CCC) is seeking Gallery Volunteers to assist with our Visual Art Center, design shop, 41 Ross, and art programs at our Center located at the heart of San Francisco. The CCC Visual Art Center presents contemporary art, innovative artists, and interactive communications. This position is integral to our public engagement strategy to elevate the underserved and give voice to equality. We want everyone to leave with a positive impression and understanding of our contemporary arts and our vibrant community.

 

You will work closely with the Exhibition Manager, as well as other members of the CCC family. Volunteers will engage visitors, learn about current exhibitions, and be an integral part of the organization. Great for someone who loves the arts and community, sharing culture to others in a meaningful way, and challenging stereotypes. Also great for people who want to learn about visual arts, community, museum studies,  and the local San Francisco art scene. 

Requirements

Duties include but are not limited to:

  • Visitor engagement and support: greet visitors, engage with visitors on the current exhibition, art, and the community.

  • Work with the art team in art program coordination.

  • Providing educational support for the Center, Chinatown, and discussions about art in low-income neighborhoods, contemporary art, challenging stereotypes, and other topics.

  • Presentations & Tours: Give tours to small groups of visitors, school groups, and community groups as needed.

  • General office administrative duties as needed (phone, email, etc.)

  • Translation (English/Chinese) skill preferred.

Responsibilities will be assigned according to candidate’s qualification. A curriculum of learning will be designed for each qualified intern/volunteer.

 

Commitment

Ideally volunteers need to have stable working schedule during the program (minimum 3 months long with 2-3 days a week), as we hope all interns/volunteers can have sufficient time to work closely with the staff, learn about the community, participate and get fully involved in the programs.

For interested candidates, send resume and a paragraph about yourself to Janet at janet@cccsf.us to join our CCC volunteer family and learn more about opportunities to get involved.