Administration Coordinator

The Art Center Administration Coordinator is an integral member of a collaborative team, dedicated to providing exceptional support to students, faculty, and visitors at the Art Center. This role encompasses a broad range of administrative and operational tasks, ensuring the smooth execution of daily activities and high service standards. With a deep understanding of the Art Center's offerings, policies, and procedures, this role proactively addresses issues, facilitates transitions between programs, and delivers comprehensive support across various functions.

Assist with clerical processes like payroll, accounts payable, and more.
• Input and update all course data in PAT, Tessitura, and on the web.
• Assist with exhibitions including scheduling art handlers, communicating with artists, managing records, and handling artwork during drop off, pick up and installation.
• Maintain locker records, facilitates maintenance requests, and schedules figure models.
• Serve as the primary contact for students, faculty, and visitors, providing outstanding service through in-person, phone, and email interactions.
• Proactively anticipate and address customer needs, resolve inquiries and concerns swiftly and effectively to ensure a positive experience.
• Assist students on class selections, offering advice on course types, levels, and suitability based on a deep understanding of the Art Center's offerings.
• Manage class registrations, switches, cancellations, refunds, waitlists, and locker rentals with accuracy, ensuring all processes align with Art Center policies.
• Collect and process documentation such as health and safety forms, permission slips, and travel applications as required.
• Provide proactive administrative support to faculty, including delivering class rosters, distributing teaching materials, and coordinating room setups.
• Maintain and organize studio spaces, ensuring supplies, materials, technology, equipment are readily available and in excellent condition.
• Responsible for opening or closing the Art Center as scheduled, ensuring facilities are prepared for use or secured at the end of the day.
• Coordinate with the Building Services team for room setups, equipment repairs, and maintenance, ensuring facilities are fully operational.
• Assist with the facilitation and coordination of online courses, supporting the delivery of high-quality virtual education.
• Maintain class website listings, including loading programs, collecting supply lists, managing class images, maintaining class calendars, and updating faculty information.
• Assist in organizing and coordinating special programs, art travel experiences, exhibitions, workshops, and talks, ensuring these events run smoothly and align with Art Center standards.
• Support marketing efforts by helping create promotional materials, including emails, flyers, and proofreading course catalogs.
• Escalate complex or unresolved issues to senior staff, ensuring timely resolution and maintaining clear communication with all parties.

• Bachelor's degree preferred.
• 3 years administrative experience, preferably in an educational environment.
• Strong organizational, verbal, written and interpersonal skills.
• Strong proficiency in using Microsoft Office and Zoom. Working knowledge of media equipment, ie: projectors, scanners, copiers, printers, etc.
• Ability to work independently, efficiently and on multiple tasks simultaneously.

Work Hours and Environment

37.5 hours per week; Tuesday - Saturday, 9:00 a.m. - 5:00 pm, with a 45-minute unpaid break.

Application Instructions

Interested applicants should forward a resume and a cover letter with salary requirements.

Due to the high volume of applications that we receive, we are only able to contact those applicants whose experience most aligns with the position profile.

Compensation Range

$45,000 - $53,000

The actual compensation offered will be based on a number of factors including, but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.