Amistad - Operations/Administrative Manager

About the Amistad Center
The Amistad Center for Art & Culture, housed at the Wadsworth Atheneum Museum of Art, is a nationally significant "museum within a museum" founded in 1987. The Amistad Center honors, preserves, and celebrates the art and cultural contributions of people of African descent through exhibitions, education, and community engagement.

Position Summary
The Operations Manager is the internal execution, systems, and risk coordination lead for the Amistad Center. This role ensures that day-to-day operations, program execution, vendor coordination, governance support, and institutional safeguards function smoothly and consistently. The Operations Manager translates strategy into operational reality and serves as the organization's stabilizing force.

Job Responsibilities & Time Allocation
Operations, Administration, Communication (30%)

• Manage daily office operations, procurement, schedules, and administrative systems


• Maintain operational workflows, shared drives, institutional documentation, and records


• Coordinate institutional calendars, including operational, marketing, grant, finance, and communications timelines


• Maintain office policies, procedures, and administrative continuity


• Serve as the facilities coordination point person and manage internal operational needs


• Coordinate marketing and communications execution with contractors, including email campaigns, social media, website updates, and press outreach


• Proofread and edit institutional documents, including board materials, reports, and correspondence


• Support internal communications and selected marketing or administrative content


• Ensure accuracy, professionalism, and consistency across institutional documentation

Finance Administration, Development & Internal Controls (30%)

• Serve as primary liaison to accounting, payroll, and financial service partners


• Ensure marketing deliverables are produced on schedule and oversee sponsor recognition and partnership acknowledgments


• Code deposits and expenditures; track budgets, expenses, and departmental variances. Maintain financial documentation and internal control procedures


• Prepare bank deposits and assist with financial reporting, reconciliation, and audit documentation


• Authorize vendor payments, manage contracts, insurance renewals, and financial paperwork


• Assist the Executive Director with cash transfers, financial reporting, and documentation as required


• Manage development project administration, including grant calendars, reporting deadlines, proposal documentation, and deliverables


• Collect internal data for grant proposals and reports


• Coordinate logistics for donor cultivation and fundraising events


• Assist with the development and administration of the Amistad Center membership program


• Monitor financial workflows and escalate compliance or budget concerns to the Executive Director

Program & Event Operations Support (30%)

• Coordinate logistical support for programs, exhibitions, and institutional events


• Assist with scheduling, vendor contracts, supplies, layouts, run-of-show planning, and operational coordination


• Provide administrative and on-site operational support for events, including evenings and weekends

Risk Management, HR & Compliance Coordination (5%)

• Manage insurance documentation, renewals, certificates, and incident reporting coordination


• Maintain employee records and support HR administration


• Coordinate with external HR, legal, and benefits partners as required

Governance, Board & Committee Support (5%)

• Support Board of Trustees and committee operations, including scheduling, meeting materials, and documentation


• Maintain board calendars, governance records, and compliance documentation


• Assist with board communications, minutes, resolutions, and filings


• Support onboarding and offboarding of trustees and key volunteers

Qualifications

• Nonprofit operations or project management experience


• Strong organizational and financial tracking skills

Additional Qualifications

• Project management and calendar coordination


• Experience in museums or cultural organizations preferred


• Strong organizational and process management skills


• Strong understanding of budgets, expense tracking, and financial controls


• Experience coordinating vendors and administrative systems


• Attention to detail and follow-through


• Operational and administrative experience


• Governance and board support


• Risk management and compliance coordination


• Strong written communication and editing skills


• Discretion and sound judgment with confidential information


• Ability to collaborate across departments in a fast-paced environment

Working Conditions

• Evening/weekend work is required during peak program periods


• Work takes place in a museum environment, including offices, galleries, and public spaces


• Position requires interaction with staff, trustees, partners, and the public


• Evening and weekend work required for events and board meetings


• Must be able to move throughout the building and stand during programs or events


• Occasional lifting of 15–20 pounds may be required

Equal Opportunity Employment
The Amistad Center for Art & Culture is an equal opportunity employer and is committed to fostering a diverse, inclusive, and equitable workplace. We do not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by law.