What are the responsibilities and job description for the Office Administrator position at The Art Base?
The Office Administrator will be highly organized and detail-oriented person. They
will increase the efficiency and effectiveness of daily operations by strengthening
communication, maintaining all database/donor CRM platforms, and supporting
the Executive Director to achieve organizational and revenue goals.
REQUIRED JOB FUNCTIONS:
– Maintains and assures compliance for all licenses for the organization, including
sales tax, business certification, liquor, and special events permits.
– Takes inventory, places orders, and maintains all office supplies.
- Works with bookkeeper to process invoices and receipts and ensure timely
payout to vendors.
– Serves as main point person for IT/telecom system maintenance, including VoIP
system maintenance.
– Coordinates routine visits with contracted IT firm to ensure all technology and
equipment is functioning optimally.
– Works to proactively identify areas of operational concern and find solutions to
maximize systems, efficiency, and overall revenue goals.
EXTERNAL RELATIONS:
– Processes weekly donation/financial deposits in strict adherence to the Art
Base’s financial policies and procedures.
– Prepares, tracks, and sends donor/sponsor acknowledgment letters and
communications in conjunction with the Executive Director.
– Maintains all database/donor CRM platforms. Runs donor reports.
– Assists with production of exhibition openings and events, including the
organization’s signature fundraising gala.
– Supports website updates and assist with social media maintenance as needed.
– Assists organization during workshops, gallery openings, Art Base Council, and
donor events (including annual gala), and artist talks.
HR and STAFF COORDINATION:
– Assists Bookkeeper and Executive Director with the organization’s HR functions,
including maintaining the employee handbook and all addenda to be signed by
employees, posting job openings, coordinating interviews, and managing all
aspects of onboarding procedures for new hires including I-9s, etc.
– Coordinates weekly staff meetings, orientation for new staff members, prepares
corresponding agendas and packets and distributes memos/notes to staff.
– Assists with volunteer coordination as needed.
– Assists Gallery and Shop Manager by providing coverage of gallery and shop on
weekdays/weekends, when needed.
– Schedules programs, exhibitions, and building maintenance on institutional
calendar to ensure good communication, mutual support, and successful
operations.
PREFERRED SKILLS/FUNCTIONS ALSO INCLUDE:
– Keen attention to details and systems in a fast-paced environment
– Proficiency in NEON (will train).
– Excellent customer service skills
– Superior problem-solving skills
– Comfort with IT services
Job Type: Part-time
Pay: $25.00 - $25.50 per hour
Expected hours: 28 per week
Benefits:
- Flexible schedule
Work Location: In person
Salary : $25 - $26