Administrative Program Manager

Job Description

Overview/Description:
A US nonprofit with a program in Italy, the Bogliasco Center awards one-month residential Fellowships to exceptional international individuals at all stages of their careers who are developing significant new work in the arts and humanities. Bogliasco currently seeks qualified candidates for a full-time Administrative Program Manager position in our NYC office. The new Administrative Program Manager will work in our midtown office with oversight from the President, and in collaboration with the Italian team in the Bogliasco office. Application deadline: August 30th 2024.

We are looking for candidates who are personable, meticulous, superb communicators in English and Italian, and comfortable wearing many hats. The ability to work independently without onsite supervision is crucial, as is the willingness to be a team player in our small, 3-person NYC office, undertaking all additional tasks as requested and relevant. The position will be responsible for the administrative oversight of all aspects of the Bogliasco Fellowship Program leading up to and following the residencies. Responsibilities include but are not limited to organizing and communicating with the rotating bi-annual selection committees, maintaining all contact and communication with Bogliasco Fellows up to their residencies, reviewing applications, and updating the Foundation’s application materials and website.

Managing the application process:
- Responding year-round to international applicants’ queries in a timely manner
- Processing, reviewing, and sorting applications
- Troubleshooting any technical issues related to applications
- Updating the Foundation’s application site and the Fellowship sections of the website

Managing the selection process:
- Overseeing and managing all aspects of the selection process: identifying and inviting new members, establishing new selection committees for each application round, maintaining communication with members, and gathering/processing evaluations
- Overseeing and managing all aspects the Fellowship Oversight Committee: identifying and inviting rotating FOC members, maintaining communication with members, compiling ratings and Selection Committee reports for bi-annual meetings, planning and scheduling bi-annual Zoom meetings, composing detailed minutes of meetings
- Scheduling Fellowship residencies taking into consideration various factors to craft small residency groups of eight to ten Fellows that represent a diversity of nationality, age, gender, and discipline
- Notifying applicants of their application outcome

Planning and coordinating the residencies:
- Initiating communication with selected candidates by email
- Preparing and updating all materials for the Fellowship and the June alumni programs: legal documents, award letters, and informational documents
- Gathering and compiling residents’ personal information (arrival and departure information, dietary preferences/restrictions, partners’ dates, etc.) and providing it to the Bogliasco office via shared Google docs
- Facilitate travel visas for Fellows when necessary
- Acting liaison between upcoming Fellows and the Bogliasco office up until the residency starts

Communication and Outreach
- Seeking out and maintaining contacts with similar and/or partner organizations
- Seeking out and facilitating outreach to increase applications from non-US applicants and in less represented disciplines.

Other:
- Preparing and presenting reports during board meetings
- Post-residency: requesting, filing, and sharing internally post-residency reports received via the alumni portal; sending acknowledgement and thanks to Fellows for reports received; and maintaining up-to-date Fellows’ records in the database
- Maintaining up-to-date information in the Foundation contact database, the Fellows’ online Directory, post-residency lists of Fellows, and current schedules of Fellows
- Troubleshooting technical issues related to the website and application site in conjunction with our web developer
- Updating the website
- Assisting colleagues with fundraising materials, organizing and attending special events
- Assisting colleagues with gathering and filing mail, checking voicemail, etc

Main profile and skills necessary to perform the job
- Strong administrative, organizational, and communication skills
- Languages: fluent (written and spoken) English and Italian. Additional languages a plus
- Experience in art administration
- Degree in one of the disciplines of the arts and humanities
- Detail-oriented and meticulous
- Ability to create and manage workflows and multitask
- Ability to work autonomously while respecting deadlines
- Interact and communicate diplomatically and effectively with international applicants and Fellows on behalf of the Foundation
- Coordinating and communicating across New York and Italian time zones
- Strong work ethic
- Excellent time management
- Sense of initiative
- Creative problem-solving
- Ability to communicate and coordinate with web developers
- Excellent computer skills, including familiarity with HTML and proficiency with Microsoft Suite and Adobe Acrobat, Google Workspace, database programs, email marketing platforms like Mailchimp and mail merge programs.

This is a full-time hybrid position, with some remote workdays possible, but candidates must be available to work 9am-5pm Mondays and Fridays in the midtown office and be available for off-hour board meetings and occasional evening events. Starting date is no later than October 1st 2024.

The Bogliasco Foundation offers competitive compensation and full benefits. The salary range for this position is $60K-$70K, commensurate with experience. The benefit package includes a United Oxford HSA health insurance plan, dental, life, and disability insurance, Paid Time Off, and a 401(k) plan with an annual company match.

Application Details

Please send an email with cover letter, CV and two references with phone numbers and email addresses to dev@bfny.org. Please include Administrative Program Manager Job and your name in the subject line. Only complete applications will be reviewed, and only shortlisted candidates (and their references) will be contacted.

Bogliasco Foundation is an equal opportunity employer that does not discriminate in its hiring practices, and in order to build the strongest possible workforce, actively seeks a diverse applicant pool.