
Phillips’ Mill Community Association
Job Description for a Part-Time Operations Manager For Phillips’ Mill Community Association January 2025
JOB TITLE: Part-Time Operations Manager ORGANIZATION: Phillips’ Mill Community Association
OVERVIEW: Phillips’ Mill Community Association is seeking a highly organized, detail-oriented person to provide essential administrative and operational support to our organization. Phillips’ Mill is a 501(c )3 arts organization located on River Road just north of New Hope in Bucks County, Pa. Founded in 1929, the organization is best known for its annual juried art shows (over 95 years), photography exhibitions, youth art exhibitions, drama productions and playwriting programs. Fueled by members and volunteers and the desire to develop new programming and financial resources, Phillips’ Mill seeks an energetic and dedicated person, interested in becoming a vital support to the board and committees tasked with achieving these goals.
The ideal candidate will possess excellent administrative and communications skills, experience with donor management software and QuickBooks, a keen eye for detail, and a passion for the arts; the ability to focus while multi-tasking and prioritizing responsibilities during busy periods at the Mill; a calm disposition and the ability to work well with others. This role requires a versatile individual who can manage diverse tasks from day-to-day operations to financial and data management to fundraising event planning and arts programming.
This hybrid position allows for remote work with some on-site presence for meetings, events, and other on-site responsibilities. Reports to the board president. Opportunities for growth dependent upon the candidate’s prior nonprofit/fundraising experience and the successful implementation of Phillips’ Mill’s administrative needs.
Part-time position. Approximately 20-30 hrs/week with a flexible schedule. Bachelor’s degree and/or two or more years’ experience with nonprofit management preferred.
RESPONSIBILITIES Administrative Duties:
- Schedule and coordinate meetings, appointments, and events.
- Maintain Mill Google Calendar for Board and committees use.
- Manage and maintain general Mill supplies and equipment.
- Handle incoming and outgoing mail and correspondence.
- Maintain donor management records (Bloomerang) with weekly data entry.
- Assist treasurer with maintenance of QuickBooks Online records with weekly data entry .
- Maintain accurate records and files, both physical and digital.
- Prepare and distribute monthly reports to board members for board meetings.
- Assist with preparation of other reports, presentations, and documents as needed.
- Address phone calls and emails regarding events at the Mill, membership, etc.
- Provide general administrative support to board president and program chairs.
- Assist communications chair with online event calendars and advertising tasks.
Donor Relations:
- Maintain Bloomerang donor management database, track donations, and create reports.
- Prepare donor acknowledgment letters and other correspondence.
- Coordinate with Membership Assistant when needed.
- Assist with tracking donors during specific fundraising campaigns and events.
Event Planning and Coordination:
- Assist volunteer program chairs in the planning and execution of art shows, drama events, workshops, fundraising and other events.
- Coordinate with artists, volunteers, and vendors.
- Manage event logistics, including scheduling, budgeting, and marketing.
Financial Management:
- Assist treasurer with basic financial tasks utilizing QuickBooks Online for data entry, expense tracking, billing, and reporting.
QUALIFICATIONS
- Bachelor’s degree preferred or minimum 2 years’ experience in a nonprofit administrative or office support role
- Strong organizational skills and attention to detail
- Excellent verbal and written communication skills
- Self-moZvated and able to work independently on schedule.
Experience and proficiency with:
- Donor management software (e.g., Bloomerang, Donor Perfect, Network for Good).
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). o QuickBooks Online.
- MailChimp or similar e-communications software.
- Other platforms often used by nonprofits, e.g. Sign-Up Genius, a plus.
Experience and ability to comfortably troubleshoot tech issues such as wireless, alarm systems, etc. a plus.
Ability to multitask and prioritize tasks effectively.
Passion for the arts and a commitment to the organization’s goals.
Compensation and Benefits: Hourly compensation commensurate with experience.
APPLY
Accepting resumes immediately. Start date as soon as possible.
Please send a cover letter, current resume, and references with “Part-Time Operations Manager Position” noted in the Subject Line to:
Jane Ford-Hutchinson, President Phillips’ Mill Community Association development@phillipsmill.org
Phillips’ Mill Community Association is an Equal Opportunity Employer
To apply for this job email your details to development@phillipsmill.org