TITLE: ADMINISTRATIVE ASSISTANT
The role of Administrative Assistant at Waterfall Arts is fast-paced and fun. It requires someone who enjoys interfacing with the public and is both cordial and well-organized. This position is the first face of the organization and helps keep the internal administrative systems and mechanisms functioning smoothly. This pivotal position supports the work of other staff; therefore clear communication, efficiency, and prioritization skills are required, as well as technological savvy. This is an important and rewarding role with varied responsibility.
The Administrative Assistant is responsible for maintaining office protocols and information organization as well as ensuring excellent customer service. Duties include first-line reception of our public, meticulous recordkeeping, tenant and short-term rental relations, general correspondence, and studio and class registrations. Ability to juggle multiple tasks with humor and care is essential.
DUTIES & RESPONSIBILITIES:
- Receive and direct the public in person, over the phone, or digitally. The “public” includes, but is not limited to, current and potential donors, members, students and parents, tenants, exhibiting or resident artists, local or out-of-town visitors, teachers, and town and state officials
- Perform general administrative tasks such as answering phones, responding to email inquiries, assisting visitors to the building, typing/copying/emailing documents, managing electronic and paper files, organizing staff office, maintain/stock office equipment and supplies, and additional tasks as needed.
- Provide registrar services for classes, workshops, and events. Maintain, disseminate and file registrations, scholarship, rental, membership, and subscription forms; assist customers in filling out complete information needed to process their enrollment and deliver promptly to appropriate staff for recording. Manage paper and electronic registration for all enrollments
- Maintain data collection of numbers of attendees to exhibitions, events, classes, and other Waterfall Arts programs
- Process incoming monies in coordination with Bookkeeper– assure that collected funds are recorded, locked up and secure at the end of each workday. This includes money for rentals, classes, studio subscriptions, art or supplies purchases, donations, memberships
- Receive & distribute incoming mail / coordinate outgoing mail, including bulk mailings
- Troubleshoot office internet/computer/equipment issues and act as point person with appropriate technical assistants/vendors to repair internet, wiring, phone systems, printers, and computer hardware/software problems as needed
- Maintain electronic and hardcopy files and systems – make new files and purge outdated files when necessary, transferring data to digital spreadsheets/records when appropriate or desired
- Manage and maintain Long Term and Short Term building rental information which includes: maintaining tenant database and communications, corresponding and following up with potential renters; formatting, distributing, collecting and filing rental agreements; collecting rental payments; setting up for rental events as needed, meeting with and giving interested parties tours, etc.
- Support Executive Director, Development Committee, and Capital Campaign Committee on development activities
- Coordinate with Facilities Manager to address tenants needs and concerns
- Coordinate and track volunteer schedules, training and communications; coordinate with other staff regarding need for volunteers
- Assist other staff members with general administrative requests, as well as provide support as needed in preparation, marketing, and staffing of classes, events, exhibitions, and other programs
- Staff the Waterfall office during regular office hours. Some evening and weekend work is required.
The starting salary range for this full time position is $31,200 to $35,360 annually, commensurate with experience. This position reports directly to the Executive Director. The successful candidate can expect a formal review after six months as well as an annual review.
Waterfall Arts does not discriminate against any person on the basis of race, national origin, ancestry, public assistance, ethnic background, religion, marital status, economic class, age, disability or handicap (mental or physical), sex, creed, veteran status, sexual orientation, gender identity/expression and any other legally protected characteristics in admission or participation in its programs, services and activities, or in employment. Waterfall Arts complies with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity and will take “affirmative action” measures to ensure the enforcement of its policies.
HOW TO APPLY
Interested candidates should submit a resume and letter of interest saved as a PDF that addresses how your qualifications and experience match the strategic priorities of Waterfall Arts. Please include detailed information concerning work experience, development and nonprofit experience. Please provide contact information for professional references.
Waterfall Arts will begin reviewing applications immediately. Submit applications to firstname.lastname@example.org. Applications will be acknowledged upon receipt – please no phone calls.
INTERNSHIPS, VOLUNTEERING, and GIGS
Interested in learning more about internships at Waterfall Arts? Check out our internship program here.
Interested in volunteering at Waterfall Arts? Check out our volunteer program here.
Seeking a short-term gig? Why not pose for our Life Drawing program? Learn more here.