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Jobs

SPACE is hiring for an Office Manager. Please submit a cover letter, resume, and three professional references to jobs@space538.org with the subject line “Office Manager” Applications will be accepted and considered on a rolling basis with an attempt to fill this position as soon as possible. Incomplete applications will not be considered. No phone calls, please. Thank you for your interest!

 

General Description of Responsibilities

This engaging and detail-oriented arts enthusiast works closely with staff and board to promote SPACE’s office culture, studio community, and fundraising efforts. The Office Manager handles administrative details such as public facing inquiries, paperwork, ordering of supplies, mailings, tracking, filing, payments, and membership correspondence. Excellent oral and written communication skills are a must, as are proficiencies in computers and software for organizational management. The ideal candidate's work is rooted in equity, organization, sharing, making systems a joy, and interpersonal engagement.

Responsibilities may include, but are not limited to:

General Nonprofit Administration

• Maintaining organizational correspondence, vendors, and office supplies
• Distributing mail, coordinating postage, and managing incoming/outgoing packages
• Keeping office and files organized, maintaining staff-wide systems for organizing information required nonprofit documents (digital and physical)
• Generating and distributing agenda for weekly staff meetings and taking meeting notes
• Assisting with communications, public inquiries, invoicing, and ticketing  
• Logging event data / generating reports on audience totals, classifying event income
• Payroll assistance with tracking of PTO and event staff hours
• Management of box office hours and participate in staffing occasional First Friday Art Walks as needed
• Implements and compiles annual audience survey
• Sets fun and productive office tone through the coordination of office parties, studio community events, and recommendations for workplace improvements (AKA SPACE's honored "Vibe manager")

Membership Assistance

• Tracking membership contacts and donations in donor management database, mailing of member packets, birthday cards, renewals, fundraiser materials, and other special mailings
• Contributing to donor research and initial donor outreach at the counsel of the executive director and development committee
• Attending Development Committee meetings, assists by transcribing and distributing minutes and action items.

Studio Building Coordination

• Managing Accounts Receivable and Accounts Payable for the building and SPACE Studios, maintaining relationships with studio tenants, weekly building walkthroughs, and overseeing studio wait list and filling of open SPACE studios
• Coordinating general building operations such as facilities cleaning, facilities work appointments, reminders, and contractor work in collaboration with Executive Director
• Assisting with annual insurance, permits, and operational documents/applications as needed

EXPERIENCE

• 3-5 years in a related environment, preferably with a focus on contemporary arts
• Database experience required; familiarity with Quickbooks is preferred

EDUCATION

• Bachelor’s Degree or Associate’s Degree with relevant work experience preferred

SKILLS

• Open-minded and able to work well in a fast-paced environment
• Willingness to wear multiple hats on a small and flexible team 
• Independently driven with strong organization skills
• Multitasking is expected; able to juggle multiple long- and short-term tasks
• Enjoy interacting with the public, as well as with other SPACE staff, artists, curators, press, vendors, and contractors
• Strong written, verbal, and interpersonal communication skills, ability to interact with a range of community members in person, over the phone, and via email
• An experienced team player who works to foster a diverse, equitable, collaborative, and fair workplace.

JOB DETAILS

SPACE’s Office Manager is a 25 hour/week position located in Portland, Maine. This position can be flexibly scheduled with the selected candidate during SPACE's regular office/gallery hours Mon-Fri 10-6 and Sat 12-4. occasional evening public programs or weekend shifts. SPACE’s regular staff meetings are held on Thursday mornings and are non-flexible hours. Our competitive benefits for part-time employees include generous paid time off, commuting/parking stipends, and other opt-in group benefits. SPACE is a proud Equal Opportunity Employer.

 

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OPEN CALLS

No open calls for visual/performing arts at this time. 

 

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INTERNSHIPS

Organization

SPACE Gallery is a nonprofit exhibition and performance venue in Portland, featuring visual arts, live music and performance, film screenings, lectures, workshops, community-based events, an artist-in-residence program, and more.
 

Internship Program Overview

Under the direct supervision of SPACE staff, interns will work with SPACE to gain professional experience in a dynamic non-profit arts environment. Through observation, mentoring, and individually designed projects, interns will administrative, program, and communications insight at one of Portland’s oldest existing interdisciplinary arts nonprofits. SPACE’s intern program is designed to be hands-on and flexible. Our communal, cooperative work environment ensures that creative input and expression are encouraged and necessary. For Fall of 2019, SPACE is seeking a Programs and Engagement Intern who will work across a diverse range of program and operational areas as well as a Kindling Fund Intern dedicated to supporting the organization’s administration of a statewide re-granting program for artist-led community engaged projects. 
 

Internship Benefits

Each intern is paid $1,000, dispersed in two installments. Additionally, interns will gain hands-on learning experiences, interface with visiting and local artists, get unlimited access to SPACE events for the duration of their internship, and grow a network of professional mentors. All interns will have opportunities to work with various staff members on special projects and learn about different aspects of what SPACE does-- from our artist studios, to film programs, to installations & exhibitions, to membership & fundraising, and beyond. 

 

Programs and Engagement Internship

The Programs and Engagement intern will work on supporting our events and exhibitions by sharing information about SPACE’s 200+ interdisciplinary events a year to our community. Interns will spread SPACE news and tell our story, helping to create excitement around the unique programming we offer. Office time will include: updating our weekly newsletter, monthly calendar, and event listings on our website, developing social media campaigns, working in photoshop, outreach to press and media, plus special projects based on your interests and learning goals. Groundwork will include: getting fliers up across town regularly, sharing events with local artists and organizations, interviewing artists to be published on our blog, and documenting events and exhibitions. Interns will have opportunities to help with art installs, evening events, pop up projects, and work closely with all staff members at SPACE. Passion for design and media, photography/film/audio recording, music, the visual arts, Adobe Suite, and a strong sense of humor a huge plus.
 

Schedule

The typical schedule we ask for is availability late August 2019 through mid-December 2019 with general availability Wednesdays through Saturdays, though we are happy to be flexible around your school/work schedule. A commitment of 15 hours/week is preferred. 
 

To apply for the internship:

All interested applicants should send a cover letter describing their interest and relevant experience, resume, and three(3) references to: jobs@space538.org. Please include “Programs and Engagement Intern” in the subject line. 
 

Please submit all attachments in the following file name format: "HOUSEMAN_Frances_resume", "CASTLE_Johnny_coverletter", or "JOHNSON_Penny_references"
Acceptable file formats are: .doc, .docx, .pdf.

 

To be considered for internship, application materials should be received by August 5, 2019.

 

Kindling Fund Internship
SPACE Gallery is looking for a Kindling Fund Intern who will assist the Visual Arts Programmer in all aspects of the Kindling Fund grant program. This opportunity is very hands-on and dynamic.  Other than some regularly scheduled office hours, scheduling can vary week to week, based on the grant cycle schedule and special events. 
 

Responsibilities
The candidate will be responsible for working with the Visual Arts Programmer to maintain
logistics of the Kindling Fund grant program including: 

• Planning and scheduling info-sessions, peer-review sessions and feedback sessions
• Maintaining regular communications with past and present grantees
• Assisting the Visual Arts Programmer with the jurying selection process
• Coordinating travel itineraries and accommodations for out of town jurors
• Updating and maintaining the Kindling Fund website
• Working with our Communications Coordinator to create original content and roll out plans for promoting grantees’ works and projects on social media 
• Drafting press material and descriptions of events
• Occasional travel for info-sessions and off-site events
• Drafting forms, contracts and documents related to grantee reporting
• Coordinating and assisting with the Kindling Fund awards party
• Some additional work related to exhibitions installation and deinstallation and the residency program, as assigned

We seek applicants who are eager to become immersed in an alternative arts venue and individuals who are considering a career in creative and grant-based programming. This position is best suited for upperclassmen or recent grads. Arrangements for school credit are encouraged if applicable. Artists are strongly encouraged to apply. 

 

Schedule
The typical schedule we ask for is availability September 1, 2019, through January 31, 2020, with general availability Wednesdays through Saturdays, though we are happy to be flexible around your school/work schedule. A commitment of 15 hours/week is preferred, ability to work through January is required for this internship to help prepare and oversee the Kindling Fund award ceremony and assist with the grantmaking process that takes place in the following calendar year. 
 

To apply for the internship:

All interested applicants should send a cover letter describing their interest and relevant experience, resume, and three(3) references to: jobs@space538.org. Please include “Kindling Fund Internship” in the subject line. 
 

Please submit all attachments in the following file name format: "HOUSEMAN_Frances_resume", "CASTLE_Johnny_coverletter", or "JOHNSON_Penny_references"
Acceptable file formats are: .doc, .docx, .pdf.

 

To be considered for internship, application materials should be received by August 15, 2019.

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VOLUNTEER

Volunteers are an integral part of SPACE. Volunteering can take many forms: gallery sitting, staffing the door at our events, prepping exhibition spaces, or making pancakes in the park. Volunteering at SPACE is a great way to meet people and engage with your local art community.

Our aim is to make the volunteer experience a win-win-win situation. We want to match volunteers with opportunities that engage their interests. We work with volunteers based on availability and desired time commitment. Some folks volunteer once a week, others volunteer once a year.

FMI about volunteering at SPACE, please get in touch with us at info@space538.org

 

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FEEDBACK

 

Each fall we survey our audience to help us make programming decisions about the year to ahead. But we also love hearing from you throughout the year. Take our survey any time, anywhere.  Your responses help us understand our audience and push ourselves to do the best work for ourselves, our artists, and the community.