Aug 19

Job: Director, Program Operations – Japan Society (New York City, NY)

Posted by Sydney Sparrow, an ALT currently living in Toyota CityClick here to join the JETwit Jobs Google Group and receive job listings even sooner by email.


Position: Director, Program Operations
Posted by: Japan Society
Location:  New York City, NY
Contract: Full-Time

Established in 1907, New York’s Japan Society is an internationally recognized nonprofit, nonpolitical organization that provides access to information on Japan, offers opportunities to experience Japanese culture, and fosters sustained and open dialogue on issues important to the United States, Japan, and East Asia.

Director, Program Operations

The Director of Program Operations is responsible for securing, managing and maintaining all aspects of operations for programs. Responsibilities include maintaining internal calendar, managing program budgets, and supervising on-site operations. The Director of Program Operations also oversees box-office policies and procedures as well as managing box office and Welcome Desk personnel. This position is also responsible for outside organizations that rent Japan Society space from the initial contact to the end of the event including managing communications, organizing all needed operations, creating budgets and invoices, and supervising operations for the rental event.

RESPONSIBILITIES include the following:

  • Oversee set-up, logistics and safety of all Society programs including coordination of deliveries, vendor access, hiring/supervising of staff, ordering of food/beverage, ordering of all equipment/supply rentals, purchasing of additional supplies, purchase of food service items, and sponsor set-up times.

  • Supervise Japan Society and rental programs to ensure that events run smoothly.  Support operations staff in any manner necessary for program operations.

  • Manage communications with rental organizations that rent Japan Society space including respond to inquiries from the rentals email and phone number, organize details of operations for rental events, liaison with Building department, assist with catering, staffing, and set-up, create budgets and invoices, and supervise on-site operations.

  • Work closely with Building staff on effective use of space, set-up/breakdown needs, press requirements, Gallery installation requirements, AV requirements, security and crowd control. Liaison with program staff as necessary.

  • Advise program officers regarding program costs and budgets, use of space, AV needs, catering, and other set-up needs as necessary.

  • Research program specific needs – catering, service staff, food service supplies, audio-visual, etc.

  • Manage program budgets and invoices – charge appropriate departments for food/beverages consumed, process all program invoices, provide expense reports to appropriate departments, liaise with Finance Department regarding VCRs, rentals, etc.

  • Maintain House-related inventory of supplies and oversee First Floor Pantry – food service supplies, beverages, equipment, etc.

  • Maintain internal Master Calendar of programs, including Function Forms, and coordinate logistical use of space.

  • Schedule Lobby staff according to program and building needs, including Welcome Desk staff and Front Desk Security Guards.  

  • Revise or create Japan Society policies for Society Events, Foyer/Reception Desk/Welcome Desk policies and train staff on procedures for shared space.

QUALIFICATIONS:

  • Bachelor’s degree, and a minimum of five years related experience in program, meeting and event planning

  • Excellent written and verbal communication skills

  • Excellent customer service and relationship building skills

  • Must be extremely organized, detail oriented, and possess ability to multi-task with ease

  • Excellent interpersonal skills, and ability to engage collaboratively with staff across all departments, vendors, and external constituents

  • Strong planning skills, able to anticipate tasks, set priorities, and meet deadlines

  • Demonstrated project-management and budget-control skills

  • Willing to work weekday evenings and weekends as necessary to oversee events

To Apply:  Email your letter of interest and resume to the Director of Human Resources, at – jobs@japansociety.org


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