Based in the New York office, we’re looking for a meticulously organised Administrator to work with the Doc Society team in the US and UK, primarily supporting US operations and administration.
This person will be a key part of the ‘Internal Affairs’ team; working across finance management, non-profit compliance, film grants and contract management as well as office maintenance. With the flexibility to get involved with other projects, including the Good Pitch Local program or helping to host filmmaker events.
This part time position is the anchor for this small team and keeps the office and all program operations running smoothly.
The Administrator will be responsible for:
Ensuring the smooth running of the Doc Society Inc office. Responsibilities to include taking calls, greeting visitors, mail collection, manage petty cash, order office supplies, and other general office duties
Providing administrative support for internal affairs and finance teams, including, but not limited to collecting invoices and receipts, reconciling bank statements, tracking applications and report deadlines, monitoring insurance policies & renewals
Maintaining internal grants and film funds administration systems in collaboration with film team.
Drafting proposals, grant agreements and reports in collaboration with the team at Doc Society, including the fundraising and finance teams.
Assisting on live events and production when necessary
Overseeing company tech & software systems
Crafting and updating social comms
Liaising with the Building Management where required
Overseeing office move
This list is non-exhaustive and other work will come naturally with the ebb and flow of the company
A thorough understanding of non-profit operations and 501c3 compliance regulations
Excellent timekeeping and organisational skills
Experience with dropbox, google drive, quickbooks and CMS
Proficient writing skills
Experience in social media platforms, ie Twitter, Instagram, Facebook
Experience with databases and record management
Team player committed to radical collaboration and the success of Doc Society’s vision
A self-starter, comfortable working independently with minimal supervision
Confidence in managing database systems
Experience in website/online editing a bonus
Job title: Doc Society Administrator
Reporting to: Maxyne Franklin, Executive Director
Hours: part-time 9am-5pm - we’re currently looking at this as a part time role with the potential to grow but at the end of the day, what we’re really looking to do is build out the best team so if you’re interested, let’s talk.
Salary: $35k per annum pro rata
Holidays: 28 days per year including Public Holidays
Equity and Inclusion: We want Doc Society be the place where a diverse mix of talented people want to come, to stay and to do their best work. Doc Society’s promotion of diversity and inclusion is clearly reflected in all of our documentaries and across all of our programmes. We are fully focused on equality and believe in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other fascinating characteristics that make us who we are.
WHAT WE DO AT DOC SOCIETY
A team of 20 based in London, New York and Amsterdam, we engage and support the global network of documentary filmmakers with direct grants and editorial expertise throughout the life of their film. We work relentlessly to explore new models of funding and distribution to make the projects reach their full potential. To connect filmmakers to new partners from across civil society. To explore how documentary can create social impact and work with change makers on major social justice campaigns. We aim to lead by example – innovate, share and be copied and innovate again.
Our major funders and partners in this work are foundations, state bodies, and individual donors. This includes support from Creative Europe and the Swedish Postcode Foundation in the EU. We are also recipients of state funding in the UK where we manage the national documentary film fund on behalf of the British Film Institute. In the US, we are supported by the Ford Foundation, Compton Foundation, Open Society Foundation, Wyncote Foundation amongst many others.
We believe in radical collaboration and commit to initiatives that lift up our community of funders and cultural organisations to solve structural challenges, together.
To find out more about our organisation go to www.docsociety.org
HOW WE DO IT
We are a small dynamic organisation which can pivot easily and elegantly in response to the needs of the filmmakers and communities we serve. That means we are always ready to embrace new ideas. To roll our sleeves up and deliver with smarts, rigour and perfectionism. We often improvise, without a lot of formal process and set policy. We aim to get the job done right, no matter what.
We want to stay bold, energetic and entrepreneurial whilst also always living up to our core values and creating an environment which is friendly, inclusive, open and collaborative. We are deeply loyal and nurturing of those we work with, inside and outside the office.
Now some people perform best in more structured environments, with someone to regularly report to and a fixed job description with plenty of notice of future plans. DOC SOCIETY offers a more flexible, changeable workplace where people are able to take the initiative.
This way of working is not for everyone. If it all sounds a bit exhausting and uncertain, joining the team at DOC SOCIETY may not be right for you.
If it sounds exciting and liberating, we may be just the place you are looking for.
1) a one pager on why the post of Administrator would be interesting to you and why Doc Society as an organisation is a good fit
2) a resume detailing work experience including contact information (name, email, phone) for two professional references to firstname.lastname@example.org with ADMINISTRATOR in the subject.
Apply by Monday Feb 10th.