About the Mechanics’ Institute
The Mechanics' Institute (Institute), was founded in 1854 and is one of San Francisco's enduring arts and culture institutions, described by the San Francisco Chronicle as a "vibrant cultural oasis." Located in a historic building in downtown San Francisco, the Institute offers a vibrant full-service library, a world-renowned chess club providing expert instruction and opportunities for competition for youth and adults, and a robust calendar of cultural events, programs, and classes. The Institute engages local, national, and international audiences with our in-person and virtual programs and services.
Current Openings:
Senior Director of Finance & Administration | Administrative Assistant (Part-time) | Chess Instructor | Lead Chess Instructor
Senior Director of Finance & Administration
JOB DESCRIPTION
The Senior Director of Finance & Administration leads the accounting, information technology (IT), and human resources (HR) functions for the Mechanics’ Institute (Institute). The position manages staffing and consultants, as well as works with auditors and other third-party vendors to ensure reporting requirements and internal controls are in place. In addition, the Senior Director of Finance & Administration oversees grants management and reporting for large and complex grants, as well as reviews fundraising and planned giving tools to ensure compliance with IRS standards and nonprofit best practices. The position also works collaboratively with Operations and Programs to ensure IT and A/V infrastructure, administrative oversight, and human resources support for all staff and teams at the Institute. As a member of the leadership team, the Senior Director of Finance & Administration collaborates on Institute-wide initiatives and updates the staff and board on legal, financial, and administrative projects in partnership with the CEO.
ESSENTIAL JOB FUNCTIONS
- Supervises accounting, IT, HR, and other administrative personnel and consultants, including auditors. Leads the team with integrity and emotional intelligence, with an emphasis on supporting staff professional development.
- Oversees financial reporting, reviews P&Ls, quarterly variance reports, and forecasting, along with annual financial planning.
- Reviews and revises financial policies and practices, making recommendations for stronger internal controls as needed. Ensures compliance with internal controls and protocols.
- Directs IT and ensures that in-house and consultant services are meeting the technology needs of the Institute staff, members, and visitors. Develops and implements a long-term plan to ensure a stable and proactive IT function.
- Works collaboratively with Operations to vet and negotiate vendor contracts for building and other services.
- Ensures security of administrative information and protection of intellectual property and legally-protected information.
- Assists in the development and review of operational and capital budgets on an annual, quarterly, and monthly basis.
- Collaborates with the leadership team to develop, maintain, and improve staff professional development and policies to cultivate and support a culture of transparency, accountability, inclusion, and equity, as well as execution of strategic initiatives. Works with the Board of Trustees and committees to ensure strategic goals and objectives are aligned with the mission and values of the Institute.
- Builds relationships and creates a network of collaboration with industry colleagues while promoting the brand, mission, and vision of the Institute.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Senior Director of Finance & Administration. Duties, responsibilities, and activities may change or new ones may be assigned at any time, with or without notice.
MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The qualifications listed in this job description are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions of the job.
- Bachelor’s degree required with at least five (5) years of supervisory and/or administrative experience. A master’s degree in information technology or finance, and/or certification as an accountant or as an HR professional preferred.
- A background in building effective teams, staff development, and a thorough understanding of the importance of emotional intelligence and diversity, equity, and inclusion values.
- Understanding of IT functions and systems, cyber security, and protection of intellectual property.
- Excellent customer service skills and the ability to communicate with members, donors, staff, and the public in a friendly and professional manner by phone, email, and in person. Strong verbal and written communication skills and the ability to communicate effectively throughout all levels of the organization.
- Ability to manage multiple projects, set priorities, and meet deadlines. High attention to detail. Strong organizational, problem solving, and time management skills.
- Capacity to maintain strategic thinking while not losing sight of the details needed to ensure successful operation of the physical space and internal infrastructure of the organization.
- Availability to work occasional evenings or weekends as needed.
COMPENSATION AND BENEFITS
- This is a full-time, exempt position.
- Salary is commensurate with experience.
- Benefits include generous health-dental-vision insurance, paid vacation, holidays, and a 403b plan. Membership to Mechanics’ Institute is also provided.
TO APPLY
- Send cover letter and resume to [email protected] and include “Senior Director of Finance & Administration” in the subject line.
- Include salary requirement (a range is fine).
- Position will remain open until filled.
- No phone calls please.
Administrative Assistant (Part-time)
JOB DESCRIPTION
The Part-time Administrative Assistant provides general support to the CEO and the Institute as a whole. The ideal candidate helps support the administrative office, programming, and membership activities. The position requires strong customer service, technology, and organizational skills.
ESSENTIAL JOB FUNCTIONS
- Reports to and provides administrative and generalist support to the CEO, as well as assists other Institute leaders as needed, including helping set up meetings, preparing materials for the board, and supporting Institute communications.
- Maintains a high level of customer service with members, staff, and board of trustees. Responds to inquiries via phone, email, and in person.
- Assists with programs and events, including website posts, marketing, set-up, and general support.
- Manages conference room rentals, answers general inquiries, and updates the scheduling of rooms and meetings.
- Oversees mailings and assists with development and distribution of communications, including newsletters, annual reports, and other internal and external publications.
- Manages supply inventory and purchases.
- Performs other duties as assigned.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Administrative Assistant. Duties, responsibilities, and activities may change or new ones may be assigned at any time, with or without notice.
MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The qualifications listed in this job description are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions of the job.
- Excellent customer service skills – ability to communicate with members, donors, staff, and the public in a friendly and professional manner by phone, email, and in person.
- Technology savvy, with experience in Microsoft Office required. Database management and social media experience a plus.
- Strong organizational, problem solving, and time management skills, with the ability to manage multiple projects, set priorities, and meet deadlines with high attention to detail.
- Capacity to work well independently and as part of a team.
- Ability to maintain privacy and confidentiality of sensitive information.
- One (1) year of non-profit experience preferred.
- Bachelor’s degree or equivalent experience required.
COMPENSATION AND BENEFITS
- This is an hourly, non-exempt position.
- Salary is commensurate with experience.
- Membership to Mechanics’ Institute.
TO APPLY
- To be considered for this position, please submit your cover letter and resume to [email protected] with “Administrative Assistant” in the subject line.
- Please include your hourly rate requirement (a range is fine).
- Position will remain open until filled.
- No phone calls please.
Chess Instructor
JOB DESCRIPTION
Reporting to the Chess Program Manager, the Chess Instructor will teach regular classes and assist Lead Chess Instructors for large classes for scholastic chess programs. Scholastic chess includes classes held at Mechanics’ Institute, on school campuses during or after school hours, online classes, seasonal camps, and weekend classes. Qualified candidates should have a foundational knowledge of chess and be familiar or be willing to be trained in chess instructional techniques. Candidates should also have a basic foundation in classroom management and conflict resolution strategies, particularly working with children. The Chess Instructor will be part of the Mechanics’ Institute team, working on building a culture of unity and quality that reflects outward to the community.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Deliver dynamic lessons for students of varying levels of experience.
- Help manage larger classes and support the Lead Chess Instructor in teaching students.
- Promote chess tournaments, classes, camps, and other chess events to scholastic participants.
- Communicate effectively and professionally with school administrators and parents when needed and as directed by the Lead Chess Instructor.
- Attend professional development and staff meetings when scheduled and as needed.
MINIMUM QUALIFICATIONS:
- Basic knowledge of chess principals (pieces, checkmate, basic pins/ forks/ tactics/ strategies).
- Prior experience working with children, with preference to specific experience in teaching or assisting with scholastic chess.
- Familiarity with classroom management strategies.
- Can follow lesson plan supplied by the institute and/or lead coach.
- Excellent verbal and written communication skills. Computer proficient with experience with MS Office.
- Ability to maintain privacy and confidentiality of sensitive information.
- Strong problem-solving and time management skills.
- Ability to work well independently and as part of a team.
- Excellent interpersonal skills – ability to communicate with members, donors, staff, and the public in a friendly and professional manner by phone, email, and in person.
- Strong organizational skills and attention to detail.
- Ability to travel from one class location to another and lift up to 20lbs.
Compensation and Benefits
- This is a part-time position. Compensation is based on available and assigned classes, and instructors are paid for classes taught per week. Compensation is $45 per hour for class and preparation time. Travel time between classes on the same day, aside from unpaid break times, will be compensated at the San Francisco or local worksite minimum wage, whichever is higher.
- Membership to the Mechanics’ Institute.
To Apply
- Send cover letter and resume to [email protected] and include “Chess Instructor” in the subject line.
- Position will remain open until filled.
- No phone calls please.
Lead Chess Instructor
JOB DESCRIPTION
Reporting to the Chess Program Manager, the Lead Chess Instructor will provide regular instruction and leadership in our in-person scholastic chess programs. Scholastic chess includes classes held at Mechanics’ Institute, on school campuses during or after school hours, online classes, seasonal camps, and weekend classes. Qualified candidates should have a foundational knowledge of chess and be familiar or be willing to be trained in chess instructional techniques. Candidates should also have a solid foundation in classroom management and conflict resolution strategies, particularly working with children, as well as experience in supporting and training other instructors. The Lead Chess Instructor will be part of the Mechanics’ Institute team, working on building a culture of unity and quality that reflects outward to the community.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Plan, prepare, and deliver dynamic lessons for students of varying levels of experience.
- Successfully manage classrooms including reporting accurate roll and absences, setting learning expectations, adhering to school rules and regulations, and reporting any classroom challenges.
- Provide leadership and support to other Chess Instructors. This includes helping train Chess Instructors, supervise large classes with multiple instructors, and manage other high-level classroom and education initiatives.
- Work with the Chess Program Manager to develop curricula, create lesson plans, and draft new exercises and worksheets for classroom and homework usage.
- Promote of chess tournaments, classes, camps, and other MI Chess Club events to scholastic participants.
- Communicate effectively and professionally with school administrators and parents when needed.
- Attend professional development and staff meetings when scheduled and as needed.
MINIMUM QUALIFICATIONS:
- A minimum of one year of chess instruction in a classroom and/or at three years of teaching elementary or middle school students in academic or general enrichment classes.
- Strong knowledge of chess principals (pieces, checkmate, basic pins/ forks/ tactics/ strategies).
- Prior experience working with children, with preference to specific experience in teaching or assisting with scholastic chess.
- Familiarity with classroom management strategies.
- Ability to manage a class size of 15+ students: assess, group and assign students into different groups, supervise other instructors, and manage rosters, attendance, performance.
- Communicate with parents about students’ progress.
- Address any classroom issues as needed and report situations to supervisor about class status: challenges, problems, achievements, and potential leads.
- Excellent verbal and written communication skills. Computer proficient with experience with MS Office.
- Ability to maintain privacy and confidentiality of sensitive information.
- Strong problem-solving and time management skills.
- Ability to work well independently and as part of a team.
- Excellent interpersonal skills – ability to communicate with members, donors, staff, and the public in a friendly and professional manner by phone, email, and in person.
- Strong organizational skills and attention to detail.
- Ability to travel from one class location to another and lift up to 20lbs.
- Chess instructor title or chess player title (USCF of FIDE) is a plus.
- Preferred Experience: Experience in teaching chess or similar enrichment classes and bachelor’s or higher degree in education or similar area of study.
Compensation and Benefits
- This is a part-time position in local schools and other sites. Compensation is based on available and assigned classes at $50 per hour for class and preparation time. Any travel time between classes on the same day, aside from unpaid break times, will be compensated at the San Francisco or local worksite minimum wage, whichever is higher.
- Membership to the Mechanics’ Institute.
To Apply
- Send cover letter and resume to [email protected] and include “Lead Chess Instructor” in the subject line.
- Position will remain open until filled.
- No phone calls please.
Mechanics' Institute promotes a culture of inclusion and seeks talented staff from diverse backgrounds. The Institute does not discriminate on the basis of race, ethnicity, color, sex (including the actual gender or perception of sex identity, appearance or behavior), sexual orientation, religion, national origin, age, disability, veteran status, or any other characteristics legally protected by federal, state, or local laws and regulations.