Administrative coordinator

Reports to: Chief Operating Officer

Location: Sarasota, FL

Van Wezel Foundation Overview

Join our growing Foundation team of dynamic professionals to create a legacy project for Southwest Florida – a world class performing arts center that you will be a part of. Roll up your sleeves and step into our fast-paced entrepreneurial organization to help us achieve something truly iconic. The mission of the Van Wezel Foundation is to create and sustain a vibrant performing arts center, advance education, and enrich communities by inspiring minds through the power of the arts. Our values are Passion, Inclusivity, Collaboration and Stewardship.

The Van Wezel Foundation (aka, the Sarasota Performing Arts Center Foundation) is partnering with the city of Sarasota, other regional municipalities, private philanthropists and foundations to build and operate what will be the performing arts centerpiece of Sarasota and the entire gulf coast region. The new performing arts center will be a public-private-partnership in which the City of Sarasota and the Foundation will be the principal participants. Completing the project – construction, operations and programming – will require funding of more than $350 million, of which 50% is anticipated to be raised from philanthropic sources.

This is an exciting opportunity to join a growing leadership team during the start-up phase of an enormous project that will become an important cultural resource and legacy for Southwest Florida.

Job Overview and Position Objectives:

The Van Wezel Foundation/Sarasota Performing Arts Center (SPAC) is seeking an Administrative Coordinator to lead critical projects related to operations of the Van Wezel Foundation and the realization of the new Sarasota Performing Arts Center (responsibilities will include approximately 70% Project Management and 30% Administration). Reporting to the Chief Operating Officer, the Administrative Coordinator is responsible for leading project management timelines and deliverables for the SPAC; special projects relating to the foundation’s day-to-day operations; as well as overseeing the foundation’s operational processes and spaces, vendor management, materials and documentation, and physical assets. The PMA will also interact with various Board of Directors’ committees and task forces related to project management for the SPAC.

The hybrid nature of this role provides an exciting opportunity for a dynamic, self-motivated and disciplined individual interested in helping to scale and shape a rapidly-expanding foundation and the construction of the future SPAC – a civic asset that will impact future generations to come.

Essential Duties and Responsibilities – Project Management (approximately 70% of role):

Project Planning:

  • Work with the Chief Operating Officer (COO) and Chief Executive Officer (CEO) to determine and define project scope and objectives, determine measurable outcomes, create long and short-term plans, and set targets for achieving milestones and adhering to deadlines.
  • Work with the COO, CEO and project management team to develop and oversee a detailed project schedule and work plan.
 

Project Execution and Monitoring:

  • Work with the foundation’s COO, CEO, project management consultants, staff, Board of Directors, and external partners to advance the project and ensure completion of critical tasks.
  • Individually complete projects and tasks, as well as delegate other projects and tasks to the team members best positioned to complete them.
  • Coordinate with cross-disciplinary team members to ensure that all parties are on track with project requirements, deliverables and deadlines. Regularly communicate with team members to identify and resolve issues.
  • Manage contracts with project vendors and suppliers by assigning tasks, communicating expected deliverables, and ensuring successful execution of those deliverables.
  • Establish effective project communication and follow-up plans and ensure their execution, providing project updates on a consistent basis to various stakeholders.
  • Predict resources and actions needed to accomplish objectives and manage resources in an effective and efficient manner.
  • In consultation with the COO and CEO, make effective decisions when presented with multiple options on how to progress the project.
  • Gather, synthesize, analyze and summarize relevant information as needed to execute and monitor the project.
  • Monitor progress and make adjustments as needed.
 

Project Deliverables:

  • Submit a wide array of project deliverables and ensure they adhere to the highest quality standards.
  • Generate presentations, reports, documents and other critical communications to effectively share information and progress updates with a wide variety of stakeholder groups, including executive leadership, the Board of Directors, community partners and the public.
  • Prepare data analyses, manage data dashboard platforms, and provide ongoing dashboard updates to key stakeholders as needed.
  • Prepare project budgets, based on scope of work and resource requirements. Work closely with the foundation’s finance team members to track project costs and ensure that the project stays within budget and meets all financial and regulatory requirements.
 

Project Assessment and Process Improvement:

  • Perform quality control on the project throughout all phases, to maintain the highest standards.
  • Utilize industry best practices, techniques, and standards throughout the entire project execution.
  • Measure project performance to identify areas for improvement.
 

Essential Duties and Responsibilities – Administrator (approximately 30% of role):

Administration and Operations:

  • Organize the foundation’s day-today-operations, establish procedures, and coordinate activities throughout the organization to ensure efficiency, fiscal responsibility, and compliance with organizational policy and legal requirements.
 

Office Management:

  • Manage office operations including:
    o Office spaces and desk setup
    o Computers/printers
    o Phone system
    o Incoming and outgoing mail
    o Equipment purchasing and agreements, in consultation with finance department
  • Order supplies and materials needed to maintain efficient and consistent operations.
  • Schedule meetings and coordinate presentations.
  • Maintain an efficient electronic and paper filing system.
  • Prepare office reports, documents and presentations.
  • Respond to phone inquiries and greet guests as needed.
  • Handle queries from foundation staff, vendors and contractors.
  • Maintain and update office policies and ensure compliance.
 

Other Responsibilities:

  • May occasionally supervise interns and volunteers.
  • Perform other duties as assigned.
 

Knowledge, Skills and Abilities:

  • Experience in managing complex, large-scale projects and the day-to-day activities of a growing organization.
  • Ability to synthesize complex information and data into clear, persuasive presentations and documents.
  • Ability to understand and report metrics, help establish project and operations measurement methodology, and analyze results.
  • Proficiency in project management and collaboration platforms such as MS Teams, Asana, Monday.com, Wrike, Kintone, Zoho, and similar software programs. Part of the responsibilities of the Administrative Coordinator will include evaluating, recommending and procuring an optimal project management platform for the SPAC and foundation operations.
  • Proficient in Microsoft Windows, including Word, Excel, Power Point, Publisher, Outlook, and MS Teams.
  • Possess the ability to delegate effectively, and follow up on assignments to ensure completion on-time and on-budget. Demonstrates tactful, but persistent, follow-up skills.
  • Ability to thrive in a fast-paced, evolving organization is a must; can multitask with ease.
  • Highly organized and possesses superior time management skills. Ability to manage competing demands and priorities.
  • Proven ability to solve problems creatively, efficiently and satisfactorily; takes a solution-oriented approach to challenges.
  • Exceptional attention to detail.
  • Positive attitude, outstanding work ethic, and strong sense of urgency and commitment to results.
  • Self-starter with the ability to handle ambiguity and willingness to accept additional responsibility.
  • Demonstrated skills in proactively building relationships and partnerships with community stakeholders and team members.
  • Supervisory experience and leadership skills in working effectively with consultants and vendors.
  • Excellent interpersonal and communication skills.
  • Ability to work weekends and evenings as needed.

 

Required Education and Experience:

  • Bachelor’s degree in business, management or related field from an accredited college or university.

 

Preferred Education and Experience:

  • Project Management Professional (PMP) Certification is a plus.

 

Minimum Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

  • Three to five (3-5) years of experience in project management and administration.
  • One to three (1-3) years of people management experience and/or leading committees and project teams.
  • Nonprofit experience and familiarity with the performing arts is preferred, but not required.
 

Position Status:

This is an exempt full-time position. Generally, the hours are 9:00 a.m. to 5:00 p.m., Monday through Friday, for a 40-hour work week. The hours may be adjusted as required to ensure that the job is accomplished. Some weekends/nights work is to be expected. This position generally has some local and regional travel, but typically no more than five percent of the time.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the noise level in the work environment is usually quiet to moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and reach with hands and arms. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to walk and sit.

The employee must occasionally lift and/or move up to 10 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Acknowledgement:

The Foundation has reviewed this job description to ensure that essential functions and basic duties have been included. The Foundation reserves the right to change it at its sole discretion at any time and without any advance notice. This job description and list of functions is not intended to be an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

The Van Wezel Foundation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

 
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