Associate Director, Early Recognition Programs Administration

General Summary of Duties:

The Associate Director, Early Recognition Administration works closely with the Senior Director, Early Recognition on the management of program schedules, meetings, and agenda items, and oversees the standard procedures and organizational initiatives set forth by the Senior Director, Early Recognition. As a senior leadership role for the team, the Associate Director, Early Recognition Administration is responsible for the efficient and consistent administrative workflow for all Early Recognition programs.

Direct Reporting: Associate Director, Early Recognition Administration directly reports to Senior Director, Early Recognition. This senior leader may partially supervise one direct report.

Qualifications
Essential and Other Responsibilities (perform other duties as assigned):
– Collaborate with Senior Director, Early Recognition to create, manage, and distribute schedules and itineraries for Early Recognition programs (adjudications, YoungArts Week, Lab-related programs, Outreach initiatives).
– Manage and organize all standard operating procedures (SOPs) and execute debrief evaluations processes for the Early Recognition team.
– Manage monthly budget reconciliation, in collaboration with Finances & Operations.
– Serve as main point of contact for all financial and contractual matters involving independent contractors, artists, and vendors to execute business and finance processes in a timely manner.
– Collaborate with People Operations and Finance and Operations to manage contract, payment, and invoice processes on behalf of Early Recognition team.
– Facilitating KPI progress and tracking for the Early Recognition team including progress meetings and quarterly status updatesManage Early Recognition team meetings and standing meetings with the Communications
– Collaborate with Associate Director, Early Recognition on the administrative infrastructure supporting Early Recognition programs including application process, reviewer assignments, scoring logistics, and panelists communications.
– Manage the processes of all awards and scholarships to winners and winners with distinction.
– Manage new partnership agreements and licenses for scholarship opportunities and in-kind donations for Early Recognition programs, collaborating with Advancement, Partnerships and New Initiatives, and Finance & Operations when needed.
– Support the transformation of programs’ data collection methods and tools to track artists and alumni nationally.
– Establish and maintain positive working relationships and present a positive image of the organization to the public, patrons, clients, and artists.

Safety Responsibilities: Adhere to all safety and security policies of the organization including those pertaining to physical safety and practices. Report any potential or actual violations to security and HR as appropriate.

Qualifications and Experience Requirements: To be successful in this role, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required.
– Commitment to YoungArts’ values of excellence, collaboration, community, experimentation, respect, and integrity as key strategies toward creating and supporting empathy, a sense of belonging, and humanity to foster the greatest potential for innovation, creativity, and collaboration.
– Depth of experience leading administrative tasks among production teams.
– Depth of experience creating, managing, and executing complex schedules for production and/or educational programming.
– Depth of experience leading logistical planning for complex timelines.
– Depth of experience in administering and managing artist housing and transportation.
– Depth of experience developing artist-centered operational practices.
– Depth of experience leading contract development and processing for artists.
– Experience with budget development and management.
– Evidence of strong leadership skills, including decisiveness, emotional intelligence, prioritization, negotiation, and equanimity in a fast-paced environment.
– Outstanding oral and written communication skills.
– Flexibility to work outside of regular office hours for programs and events.

Education and/or Credentialing Requirements:
– Bachelor’s degree or the equivalent in education and experience
– 5+ years of progressive experience managing high-performing teams and evidence of responsibility growth in the arts and culture field
– Experience beyond requirement will be considered in lieu of education requirement.

Working conditions, typical physical/mental demands:
– YoungArts physical campus and headquarters are in Miami, FL and a satellite office in New York, NY. Work is performed in a hybrid (virtual and in-office) setting. Typical operations take place in an office environment and/or in an event/venue setting.
– General working hours are 9:00 am–5:00 pm, Monday through Friday. The nature of our work will sometimes require an adjustment to this schedule, including evenings and weekends. Team members will normally be advised in advance should the work schedule need to be adjusted.
– Travel will be required.

Salary Range: $86,000 – $92,000 annually

Equal Opportunity Employer: YoungArts is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, veteran status, or any other legally protected status under applicable federal, state, and/or local laws. We are committed to building a team that reflects a variety of backgrounds, perspectives, and skills, and our values of excellence, collaboration, community, experimentation, respect, and integrity.