Technology & Operations Specialist

Benefits: Paid holidays, vacation, sick time; 401(k) plan; medical and dental insurance, studio access, professional development opportunities, and workshop and retail discounts

POSITION SUMMARY
The Technology & Operations Specialist will play a key role in maintaining and enhancing the organization’s operational and technological efficiency and security. This position helps identify gaps in MCBA’s operations and technological infrastructure and contributes to prioritizing and addressing them. It involves managing various databases, including creating and updating organizational Standards of Procedures (SOPs) and Policies and Procedures (P&Ps) inclusive of website management documents. Duties further include troubleshooting technical issues and providing essential support across multiple departments.

The ideal candidate will be adept at both administrative tasks and technical problem-solving, with a strong ability to manage technology resources, in addition to having a passion for supporting the mission of arts accessibility and community engagement. Two significant projects the person in this role will lead over the next 18 months are (1) the development and implementation of internal and external AI policies (in process) and (2) identifying and coordinating the migration to the organization’s next CRM.

The candidate must have strong database/CRM management skills, experience with website content management, data-driven software such as Google Sheets or Excel, and data visualization tools, and be versed in security and safety of information technologies. The Technology & Operations Specialist will collaborate closely with leadership to implement strategic initiatives and foster a positive working environment for staff and volunteers. They will also work with leadership to create and monitor the annual budget for all operational and office management related costs, including office supplies, technology and software, managed IT, and equipment costs, among others. The Technology & Operations Specialist manages the physical spaces of MCBA, public and private, coordinating maintenance as needed with the building property manager (CBRE) and ensuring storage and office spaces remain organized and periodically cleaned out.

Important note: While some elements of this position may be performed remotely, the person in this position will need to be available to work onsite in our building and offices 80% of the time, or 4 days per week.

ORGANIZATION SUMMARY

The mission of Minnesota Center for Book Arts (MCBA) is to ignite artistic practice, inspire learning, and foster diverse creative communities through the book arts. Since its founding in 1983, MCBA has been a leader in preserving and revitalizing letterpress printing, bookbinding, and hand papermaking on local and international levels, and expanding access to these disciplines to diverse audiences.

Located in the Open Book building in downtown Minneapolis, MCBA is the largest nonprofit center of its kind, providing over 12,000 square feet of studios, classrooms, and professional gallery space to the public. MCBA offers youth and adult workshops, affordable studio access, exhibitions, artist consignment, residencies, fellowships, and special events that honor the myriad artistic and cultural traditions of the book. Equity is at the forefront of our strategic framework as we advance strategies to ensure greater diversity and inclusion across our organization and throughout the field.

JOB RESPONSIBILITIES

Database and Website Management (25%)

• Guide the strategic decisions surrounding MCBA’s database, Altru, and manage its day-to-day use. Audit short-term and long-term database needs of the organization and ensure efficient use across teams; build out functionality in partnership with vendor and staff; lead strategic projects to update key information; ensure data is secure, accurate and updated; identify and implement necessary changes and upgrades
• Convene a group of database users regularly to discuss issues and potential improvements
• Lead research for potential CRM migration
• Act as primary administrator for Altru database, Google Workspace, Trello, Microsoft Office, and SquareSpace
• Support Digital Asset Management in Stockpress by renaming files as needed, issuing image tags, and collection assignment

Information and Technology Support (25%)

• Lead development and implementation of internal and external AI policies with support of supervisor and internal working group
• Manage passwords, logins, and cybersecurity
• Coordinate tech support for computers, printers, shop registers, software, and AV equipment
• Troubleshoot various tech issues, and oversee new computer purchases and inventory updates
• Handle troubleshooting and maintenance of workshop and studio lab registration systems
• Support department heads with on and off boarding digital assets and technology

Data Entry and Reporting (20%)

• Maintain membership, donation, education, and shop data in Data Studio reports, including managing excel formulas, adding charts, and calculations
• Create new workshop and studio lab events in Altru and Squarespace registrations and web postings
• Generate queries in Altru
• Provide reports for grant applications and reports as needed

Training and Documentation (15%)

• Train staff and education interns on organizational SOPs and subscribed software relevant to their roles
• Produce and maintain training materials and documentation for various processes
• Partner with the contract HR support and Executive Director for staff on-boarding processes, including appropriate training and assessment of technological and administrative needs of new staff

Office and Facilities Management (15%)

• Manage an organized, welcoming, and safe office environment including common areas such as mezzanine, mailroom, and library, as well as areas for storing MCBA supplies and equipment
• Handle office supply orders and maintain office equipment tracking payments for copier and water cooler leases
• Add/remove access and assignment of phone extensions and update staff phone lists as needed
• Manage and track the distribution of keys (both keycards and physical keys)
• Coordinate facilities repairs and/or updates with Open Book and CBRE, the building management company for Open Book, for non-studio spaces and consult with Studio Coordinator and Resident Printer for studio-related physical plant (non-equipment) needs
• Communicate building-wide updates to staff as well as MCBA schedule changes or anomalies to Open Book

Other Responsibilities

• Maintain shared account logins, passcode tracking, and phone extension updates
• Serve as backup for donation/membership check entry, and acknowledgment letter emails using YAMM
• Serves as a backup for updating program development and shop statistics
• Provide emergency tech support for education intern virtual facilitation during workshops
• Work with accountant on monthly revenue reconciliation reports from Altru as needed
• Work with Executive Director on internal controls and IT related questionnaires for annual audit
• To support the operational stability of the organization and health of individual employees, this position may be cross-trained on key activities of other positions to ensure redundancies are in place and asked to temporarily cover duties in the case of business disruptions
  

• Minimum of four years working on a full-time basis (or equivalent) in IT, office management, and/or operations
• Strong technological and computing skills including the ability to use technology effectively and adapt quickly to the use of new technology
• Experience in data management and reporting, particularly with Data Studio or similar tools
• Proven experience with CRM software, Squarespace, Google Workspace, Trello, and Microsoft Office
• Able to handle confidential or highly sensitive information with appropriate discretion
• Ability to create clear training documentation and effectively train staff
• Well-developed written, verbal, and interpersonal communications skills including: the ability to communicate clearly in person or over the phone; the ability to use tact and adjust one's approach for different personalities and levels of responsiveness; and the ability to maintain a calm and professional demeanor in stressful situations
• Excellent organizational skills and attention to detail
• Ability to work independently and manage multiple tasks simultaneously
• Flexibility to adapt to both in-person and remote work environments