Business Manager/Non-profit

Job Description: Business Manager/Non-profit 

ArtHouse Studio is a San Jose–based nonprofit founded in 2021, serving over 5,000 students annually across Title I schools, summer programs, and more than 52 school Wellness Centers. ArtHouse delivers unique, arts-based programming that integrates social-emotional and mental health support, inspiring students in some of the Bay Area’s most underserved communities.

We are seeking a highly organized, proactive professional who thrives on systems, details, and follow-through, while also enjoying collaboration with a dynamic team of educators and creatives. This role oversees the day-to-day administrative, financial, strategic, and operational functions of the organization and is critical in ensuring that our art programs run smoothly, our financial records are accurate, and our staff and partners are supported.

Part-time (20–25 hrs/week), primarily remote, with occasional in-person meetings and events.

Key Responsibilities include, but are not limited to:

• Contract & Proposal Administration:
• • Develop program proposals, including outlining program details and utilizing pricing calculators.
  • Review contracts/grants to ensure alignment with original proposals and grant specifications, regarding pricing, dates, and deliverables.
  • Manage the filing of all insurance documents, proposals, PO’s and fully executed contracts (both client and teacher).
  • Handle Certificate of Insurance (COI) requests
• Operations & Logistics:
• • Manage monthly contractor timesheets: draft timesheets based on contracts, coordinate with teachers for revisions/confirmation
  • Weekly meeting/organization of weekly calendar, identify priority  items, manage to-do lists 
  • Lead scheduling for the start of the school year in collaboration with leadership, managing Facilitron scheduling and coordinating teacher schedules to match school dates.
  • Assist in recruitment of  teacher/assistant hires, fingerprinting and all required paperwork for each teacher in each school. 
  • Coordinate supplies ordering as needed.
  • Source and coordinate substitute teachers as required.
  • Social media calendar, and graphic design assistance preferred. 
• Event & Program Support:
• • Lead coordination for the annual art shows: coordinate calendars with the schools, art teachers, recruit volunteers, assistants, order supplies
  • Assist with general event planning
  • Coordinate downtown & corporate exhibits, outreach to school communities and assist with volunteer scheduling 
  • Fundraising event coordination and emails 
• Financial Management & Bookkeeping:
• • Manage monthly banking transactions by classifying line items according to accounting codes and uploading them to Xero.
  • Coordinate with accountants to finalize financial reports and complete annual financial reviews and 1099 data. 
  • Track and manage all invoices to schools, ensuring they are sent in a timely manner and following up on overdue payments.
  • Track and manage all Grant deadlines, reports and expenses toward each grant.
  • Track & categorize all donations, grants and private donors. 

Required Skills & Qualifications

• Experience with accounting software (Xero preferred) and financial data management.
• Strong proficiency in Excel/Google Sheets, including the ability to run pivot tables
• Exceptional organizational skills and attention to detail 
• Strong communication skills for coordinating with teachers, board members, school districts, and accounting partners.
• Design, web & social media experience (Canva/email software), preferred but not required
• Educational non-profit experience preferred
  

Location: Remote with occasional in-person meetings and event support in the San Jose area

Start Date: As soon as possible

Rate: $38 /hr or commensurate with experience

Hours: Flexible -Up to 25 hrs/week