Job Bank
Job Bank
Program Support Specialist - Berrie Center for the Arts
Mahwah, NJ
Ramapo College of NJ
Full Time
Posted October 12, 2023
Under general supervision of the Berrie Center Director and the Art Galleries Director, provides administrative support and maintains accurate/organized unit records. Maintains budgets for the Berrie Center performing artist series and art galleries.
Position Type/Expected Hours of Work: This is a full-time, Classified, CWA position, and hours of work and days are Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand. Note: This position is in the “NE” category of employment (non-fixed work week). The compensatory time policy for NL employees below applies to “NE” employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e. rate of time and one-half in payment or compensa
Position Type/Expected Hours of Work: This is a full-time, Classified, CWA position, and hours of work and days are Monday through Friday, 9:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand. Note: This position is in the “NE” category of employment (non-fixed work week). The compensatory time policy for NL employees below applies to “NE” employees up to 40 hours per week. Beyond 40 hours, the overtime policy for fixed workweek employees applies (i.e. rate of time and one-half in payment or compensa
Duties and Responsibilities
Responsible for all purchasing processes and associated financial paperwork including: W9, purchase order, invoice and contract for check procurement. Processes all paperwork for appropriate signatures to ensure timely payments.Maintains chart of accounts including: Arts and Lectures, Operating, Ticket Sales, Art Galleries, and grants. Makes deposits from all ticket sales and initiates transfers to other departments when applicable. Reconciles credit card transactions for all purchasing card holders. Generates budget reports, show reports, grant reports and historical comparisons when requested.
Provides hospitality support for all guest artists including hotel reservations, arranging ground transportation and meals including the purchasing, set up and cleanup of food.
Maintains mailing lists of arts patrons for both the performing artist series and art galleries.
Assists in proofing of marketing materials for both the performing artist series and art galleries.
Assist the Gallery Director with gallery receptions coordinating with Dining Services and other sources for food, acquiring the alcohol permit, securing a bartender, purchasing of alcohol, arranging set up and security.
Assists galleries director and art handler with locking and unlocking of campus galleries and covering monitors for breaks.
Performs other duties as assigned by the Art Galleries Director, including but not limited to, assistance with marketing, artist relations, and art inventory.
Make space reservations on behalf of the galleries for talks, lectures or other special events.
Cross trains on all front-of-house positions including box office ticket sales, house manager and usher. In an extenuating circumstance, may be asked to step into one of these roles. NOTE: For rentals, you can be paid to work in any of these roles if you choose.
Works all Berrie Center Performing Artist Series events as a runner, handling artist services and merchandising (when requested).
Assist the Director of the Berrie Center in developing budgets for grants and collecting and reporting
Requirements
EDUCATION:Graduation from an accredited college with a Bachelor’s degree.
NOTE: Applicants who do not possess the required education may substitute experience on a year for year basis.
EXPERIENCE:
Experience with online accounting/record-keeping systems is preferred.
Knowledge of purchase requisition, purchase order and bookkeeping procedures is preferred.
Experience with coordinating events is preferred.
ADDITIONAL KNOWLEDGE/SKILLS/ABILITIES:
Technical skills including: bookkeeping, Microsoft Office Suite with proficiency in Excel. Familiarity with or willingness to learn Banner accounting systems and Filemaker Pro.
Ability to effectively communicate with faculty, staff, volunteers, guest artists and vendors.
Ability to acquire knowledge of and to comprehend purchasing regulations established by the State of New Jersey and other internal purchasing procedures and policies.
Ability to prepare correspondence to artists, volunteers and vendors.
Ability to coordinate and maintain essential purchasing files and records.
Supplemental Information
EEO Statement:
Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo’s commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.
