Art Administrative Coordinator - Burning Man

JOB SUMMARY

The Burning Man Project (BMP) Art Department supports the creation of impactful, interactive artwork in Black Rock City and beyond. The Art Administrative Coordinator is a key player within the Art Department in areas of program administration and general office and business operations, both in Burning Man Project’s San Francisco office and on site in Nevada before and during the annual event in the Black Rock Desert. Work involves coordinating numerous internal and external relationships, administrative support of department processes and procedures, and various complex non-routine tasks. Duties include coordinating logistics, facilitating meetings, tracking action items, scheduling, and reporting.

Critical thinking skills, creative capabilities, and flexible ability to respond to a changing range of activities are ongoing components of the role. Judgment, professionalism, and initiative must be exercised in interpreting verbal and written communications and projects. Strong interpersonal skills and emotional intelligence are required to manage the community, staff, and volunteer relations this role provides. The Administrative Coordinator is a thoughtful, supportive, joyful member of the team as a whole, and a positive contributor to the culture of the department.

The ideal candidate for this position has prior administrative experience and believes that an administrative role is an important and valued part of the team and not just a stepping stone to a different position.

This is a regular full-time role, located in the San Francisco Bay Area. Blend of in-office and work-from-home days: minimum 2-3 days per week in San Francisco headquarters office.

The deadline to apply for this role is 5:00 pm Pacific on Friday, February 23rd.

DUTIES & ESSENTIAL JOB FUNCTIONS

PERCENTAGE OF TIME SPENT

Grants Management: Honoraria and Temple Grant Programs (10%)

• Participates in annual testing of grant forms and review systems (Temple and Honoraria Programs) in coordination with Tech team and Art Department staff
• Provides software training and support for Grant Committee members, acting as tech support person for software and digital document issues and mailing printed materials as needed
• Supports preparations and provides hospitality for Grant Committee meetings
• Manages the collection and formatting of images related to the grant process in Salesforce

Art Management (25%)

• Sources and handles the printed art placement map and collaborates on the WhatWhereWhen art map

• Implements the driving pass process, working with the Art Management team and Artist Liaisons to monitor and manage artist requests and reporting
• Supports events organized by the Art Department such as Desert Arts Preview and artist brown bag lunches, and partners with Community Events to source art for events such as Decompression
• Facilitates playa document print production with the Logistics and Analytics Project Manager for Art managers and volunteer teams (FAST, ASS, ARTerians)
• Handles the in/out of warehouse and transportation of materials to playa
• Assists with sourcing and managing the art displayed in the ARTery
• Serves as point person for Art Department’s annual thank you card list of volunteers and artists; stamps and signs all Art cards 

Hiring Logistics and Volunteer Management (10%)

• Coordinates logistics of the seasonal hiring processes within the Art Department. Partners with hiring managers; submits PANs/PANTs/IC Agreements
• Maintains appropriate current knowledge of internal hiring practices and compensation requirements, in consultation with the People Operations department 
• Manages new seasonal hires through the People Ops onboarding checklist
• Ensures that seasonal hires complete bi-weekly timesheets
• Supports the departmental volunteer recruitment process
• Supports the management and administration of the ARTerian volunteer team, working with ARTerian VCs and Art Management Specialist to:
  • Recruit, vet and onboard new ARTerian volunteers
  • Plan and facilitate monthly ARTerian meeting and trainings 
  • Manage ordering and distribution of volunteer schwag
• Purchases appreciation gifts for volunteers and staff

Website and Communications (15%)

• Works with the Tech team to ensure that annual BRC art project listings are accurate, edited and published to the Burning Man website
• Supports artist fundraising initiatives
• Supports the creation of project reports and presentations for internal and external audiences (Communications, Philanthropic Engagement, BMP and BRC Boards, etc.)
• Shares BMP communications with Art Dept stakeholders including staff and volunteers 
• Helps compile art information for The Way It Is, The Survival Guide, and other BMP collateral 
• Manages the artists’ space in Hive, Burning Man’s social/educational platform
• Serves as main Art Dept point of contact for Burning Man image galleries: responds to art image requests, maintains galleries, manages moderation queue for art installation images, assists Artist Liaisons with artwork image management
• Assists with the flow of information between the Art Dept and the Burning Man Communications team related to Burning Man Journal articles and other social media outreach

General Administrative (25%)

• Serves as first point of contact between Art and other departments for inquiries and information; routes incoming requests to appropriate staff as necessary
• Manages regular data entry and reporting in Salesforce
• Coordinates and supports monthly expense report submissions by Art Dept staff
• Captures meeting notes for Art Dept meetings as needed 
• Provides administrative management for Art Department team events, such as planning on- and off-site meetings, and coordinating appreciations for special occasions
• Schedules post-event team debrief meetings 
• Provides general administrative support to Associate Director of Art as needed 
• Organizes and maintains departmental shared files, discussion groups, and digital assets

On-Playa (10%)

• Implements Driving Pass distribution to artists 
• Organizes and implements all hospitality events including several toasts, artist appreciation events and other social activities during build week and event week
• Supports ARTery activities as assigned by the Associate Director
• Insures that the systems, equipment, and meetings on playa are all functioning
• Organizes and maintains office supplies across multiple office containers
• Answers questions from the general public when on front-of-house shift in the ARTery
• Supports Associate Director for meeting attendance, special hosting and tours, and other needs
• Obtains commissary meals for leaders as needed
• Acts as ‘camp host’ for Art Department staff camp
• Assists with the breakdown and packing up of the ARTery space at the end of the event

Other Functions and Responsibilities (5%)

• Perform other duties as assigned.

LEARNING AND TEACHING

• Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
• Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
• Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
• Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

REQUIRED

• 3+ years of administrative support experience 
• Bachelor's degree or equivalent experience 
• Past attendance and participation at the Burning Man event in Black Rock City
• Located in the San Francisco Bay Area
• Ability to think on feet, problem solve, critically think, and remain calm under stress
• Ability to adjust work schedule seasonally; flexibility to adjust daily workload as needed
• Ability to live and work in the harsh physical environment of the Burning Man event location on the Black Rock Desert of Nevada for ~3 weeks out of every year during August and September
• Excellent time management skills
• Positive and professional demeanor conducive to effectively presenting information and communicating with executives, managers, staff/volunteers, artists, community members, participants, BMP board members, vendors, and the general public
• Ability to work well as a team player
• Excellent oral and written communication skills 
• High level of personal integrity with the ability to uphold high standards of confidentiality
• Detail-oriented with strong organizational skills
• Strong ability to manage multiple projects and deadlines
• Ability to take direction from more than one person, manage time appropriately, and prioritize workload as necessary
• Motivated self-starter with an ability to anticipate issues and be proactive in developing effective solutions
• Dedicated to principles of behavior and ethics of the Burning Man organization
• Very comfortable with technology, including knowledge of Google G Suite, MS Office, Powerpoint and Keynote, Salesforce or similar database software, digital image management
• Ability to see a project through from start to finish and deliver results on time

PREFERRED

• Experience working with volunteers
• Basic Salesforce skills
• Event management experience
• Experience in diverse, innovative, and experimental environments

Note: If you have gained the necessary experience to succeed in this role and have acquired this experience in other ways, we encourage you to apply and share all relevant experience in your application.

REQUIRED LICENSES/CERTIFICATIONS

• Valid driver’s license and a good driving record.

WHAT’S IN IT FOR YOU?

We are certain that working for Burning Man Project is unlike any other job on the planet! In addition to the unique opportunity to participate and contribute to our global community and culture within a creative, fun, and inspiring work environment, we’re also thrilled to provide the following:

Compensation: 

Individual compensation decisions are dependent on a variety of factors, including prior experience and geographical location. The anticipated salary range for this position is $65,000 to $70,000 annually.

Additional Benefits:

• Health benefits: medical, dental, vision insurance for employees and dependents.

• Long term disability and life insurance.

• 401k retirement plan with voluntary employee contribution.

• Accrued vacation and sick time: Up to 10 days vacation per 12 months on assignment.

• Additional annual paid time off in accordance with policy guidelines; 7 paid holidays annually, in addition to paid office closure during December 24th - January 1st.

• Paid parental and bonding leave.

• Communications benefits for remote employees; reimbursement of up to $120/month for home office internet and phone expenses.

• Commuter benefit program.

• Mental health support, life coaching, financial and legal consultation services through our employee assistance program.

• Professional development fund along with unique leadership and learning opportunities. 

• Equipment and tools necessary to succeed in a remote friendly workplace.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Off-playa:  Work is primarily sedentary in nature. This role may require some work outside of the traditional work day in order to accommodate meetings and events in the evenings and weekends to work around volunteer and resource schedules.
• On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity. Therefore, this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and exposed to fumes or airborne particles, as well as possible extremes in temperature.

NOTICE FOR ALL APPLICANTS:

• Burning Man Project celebrates the importance of creating a diverse environment and enthusiastically encourages Black, Indigenous, Peoples of Color, LGBTQIA+, Immigrant, women, and people with disabilities, of all ages, to apply.
• Burning Man Project provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
• Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
• Notice for Remote Opportunities: Burning Man Project is currently able to hire remote employees living/working in the following states: AZ, CA, CO, FL, ID, LA, MA, MI, MT, NC, NH, NM, NV, NY, OR, PA, TX, UT, VA, WA, WI. Working hours for all positions are based on Pacific Time.