Administrative Coordinator

Administrative Coordinator

Location: Eureka Springs, AR
Job Type: Full-Time
Reports To: Executive Director

About ESSA

The Eureka Springs School of the Arts (ESSA) is a nonprofit educational institution dedicated to providing high-quality art and craft education in a welcoming and inspiring environment. We offer workshops, residencies, and community programs that provide creative experiences for everyone from beginners and dabblers to professional artists from across the country.

We are seeking a highly organized, detail-oriented, and customer-focused Administrative Coordinator to support our educational programming and daily operations. This position serves as a key point of contact for students, instructors, donors, and visitors while ensuring the smooth administration of ESSA's programs.

To Apply: Please submit your resume and a cover letter describing your interest in the position and relevant experience.

Position Summary

The Administrative Coordinator reports directly to the Executive Director and administers all aspects of ESSA's art education program, including program documentation, student coordination and registration, payment processing, program evaluation, and related administrative functions. The position also manages the front office during business hours, answers phone calls, and welcomes visitors.

This role works closely with the Program Coordinator, Advancement Coordinator, Bookkeeper, Studio Coordinators, and other staff members to support ESSA's mission and operations.

Key Responsibilities

Administrative Duties

• Serve as the primary point of contact for phone inquiries and visitors.
• Maintain accurate and up-to-date donor, student, and program databases, including DonorPerfect, Constant Contact, ProClass, and student rosters.
• Support the organization, proofreading, and preparation of program catalogs and promotional materials.
• Coordinate administration of the Work Study Program in collaboration with Facilities and Program staff.
• Draft donor acknowledgments, thank-you letters, and general correspondence.
• Maintain and update organizational forms and administrative documents.
• File, archive, and manage records, reports, and press materials.
• Respond to phone calls and emails within 24 hours during scheduled workdays.
• Prepare reports and provide administrative support to the Executive Director.
• Perform additional duties as assigned.

Student Coordination & Registration

• Administer student-facing materials and registration packets.
• Process student registrations, payments, refunds, and related records.
• Conduct student follow-up and reminder communications.
• Maintain accurate student rosters.
• Prepare orientation materials and support student check-in processes.
• Coordinate collection and analysis of student and instructor evaluations.
• Provide program data and status reports as requested.

Qualifications

Required Skills & Experience

• Proficiency with Microsoft Office Suite (Word, Excel).
• Experience with online communication and collaboration platforms such as Zoom.
• Ability to learn and manage CRM and database systems such as DonorPerfect, Constant Contact, and ProClass.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize multiple projects and work independently with minimal supervision.
• Professional, friendly, and customer-service-oriented demeanor.
• Strong interpersonal skills and ability to collaborate effectively with staff, instructors, volunteers, students, and donors.

Preferred Qualifications

• Experience in administrative support, nonprofit administration, education, arts organizations, or a related field preferred.
• Familiarity with database management.
• Experience coordinating programs, events, or educational activities.

What We Offer

• Opportunity to support a vibrant arts education organization.
• Collaborative and creative work environment.
• Meaningful work that helps connect people of all ages and backgrounds with transformative artistic experiences.
• Paid time off.
• Employee discount on art and fine craft workshops.

Job Type: Full-time

Pay: $15.00 - $16.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Application Question(s):

• Please describe your experience in customer service and managing customer records.

Experience:

• Microsoft Office: 5 years (Required)
• Microsoft Excel: 5 years (Required)
• Customer service: 3 years (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

Salary : $15 - $16