Administrative Assistant Position

$16/hr, 28-30 hours per week

JOB OVERVIEW:

The role of Administrative Assistant at Waterfall Arts is broad, diverse, fast-paced and fun.  There is certainly never a dull moment!  This position is the face of the organization – the admin assistant and receptionists are the people the community meets first and they help keep the internal administrative systems and mechanisms functioning smoothly. This pivotal position supports the work of all the other staff; therefore clear communication, efficiency, and prioritization skills are required.  This is an important and rewarding role with a great deal of varied responsibility.

The Administrative Assistant is expected to take initiative as they are in charge of maintaining all office protocols and information organization. They’re also in charge of ensuring excellent customer service.  Duties include first-line reception of our public, meticulous income recordkeeping, short-term rental relations, development correspondence, membership program admin, and class registrations. The Administrative Assistant is also in charge of coordinating materials and logistical support for bulk mailings, printing jobs, meetings, events, exhibitions, and classes in addition to general office duties such as filing and answering phones.  Ability to juggle many tasks with humor and care is essential. 

DUTIES & RESPONSIBILITIES:

Administrative Tasks

  • Reception: Receive and direct the public promptly, cordially in person, over the phone, or digitally.  
  • Perform general administrative tasks such as answering phones, responding to email inquiries, assisting visitors, handling general correspondence, managing electronic and paper files, organizing the office, maintaining/stocking office equipment and additional tasks as needed.
  • Update studio subscribers records.
  • Maintain, update and disseminate registration, financial aid, rental, and studio subscription forms; assist customers in filling out enrollment information.
  • Process incoming monies – assure that collected funds are processed appropriately.   
  • Receive & distribute incoming mail and deliveries; coordinate outgoing mail.
  • Receive and triage in-kind donations of art supplies, books, etc.
  • Maintain inventory for office supplies, collect supply requests from staff, coordinate with Office Manager to order supplies, stock/organize supply areas, purchase event supplies.
  • Maintain Membership record keeping processes.
  • Assist staff with general administrative support requests
  • Provide event preparation and staffing
  • Maintain short-term rental calendar
  • Maintaining building security (opening/closing protocols).
  • Maintaining a tidy office and reception area, keeping bulletin boards current

Development Tasks

  • Process and record donations, gifts, grants, etc., appropriately and promptly.  Create and distribute thank you letters to be signed and mailed in a timely manner.  

Marketing Support

  • Assist in preparation and distribution of materials and web content in support of marketing 
  • Assist Marketing staff with advertising upcoming classes, events, and studio sessions, which may include direct emails to previous students/subscribers, phone calls, creating flyers/postcards, social media posts, monthly Classes & Events calendars, etc.

Exhibitions

  • Assist installation crew with artist collateral and exhibition labels.

Program support

  • Troubleshoot registration issues, generate class rosters, transfer client contact info to Constant contact (or other data-tracking software).
  • Execute programming communications:  class reminders, cancellations,  and evaluations.
  • Attend and staff events as needed.

 

Send your resume to jobs@waterfallarts.org