SUMMARY: This position is responsible for providing administrative support to the Executive Director to maintain school operations. This role is critical for the organization because it interfaces with current and potential students and donors as well as with current and potential instructors. This role also provides support to instructors in reference to uploading classes and workshops and promoting events for the school.
The major objectives for this position are as follows:
· Acts as the primary point of contact for students, instructors, and the public.
· Responsible for uploading classes, workshops and special events to our website.
· Responsible for marketing events and the school on social media and other channels.
· Addresses inquiries, provides information, and resolves issues related to registrations, event information, etc.
· Cultivates and maintains relationships with instructors and students while providing excellent customer service for the school.
REPORTS TO: Executive Director
EMPLOYMENT STATUS: Part Time (24 - 30 hours per week)
PRINCIPAL RESPONSIBILITIES:
Daily Operations:
Reception and Customer Service
· Welcome students, instructors, visitors, and community members in a friendly, professional, and inclusive manner.
· Answer telephone calls, emails, online inquiries, and in-person questions promptly and accurately.
· Provide information about classes, workshops, events, instructors, policies, schedules, facilities, and registration procedures.
· Assist students and families with identifying appropriate programs and completing registrations.
· Resolve routine concerns and refer sensitive, financial, safety, or policy-related matters to the appropriate supervisor.
· Maintain an organized, professional, and welcoming front desk and reception area.
· Support positive relationships with students, instructors, volunteers, donors, vendors, and community partners.
Registration and Program Support
· Process and maintain class, workshop, camp, and event registrations using designated registration and payment systems.
· Confirm enrollment, collect required forms, process approved discounts, and communicate schedule or program changes.
· Maintain accurate rosters, waitlists, attendance records, instructor information, and participant contact data.
· Assist with registration payments and approved refunds in accordance with organizational procedures.
· Coordinate with instructors regarding enrollment, room assignments, supply information, cancellations, and participant communications.
· Help prepare classrooms, signs, check-in materials, name tags, and other program resources.
· Handle participant and payment information with appropriate care and confidentiality.
Marketing and Content Creation
· Create, edit, schedule, and publish content promoting classes, workshops, events, fundraising activities, and organizational news.
· Develop newsletters, email campaigns, flyers, advertisements, social-media graphics, website updates, signs, and other print and digital materials.
· Use Canva, Wix, email-marketing platforms, and social-media applications to produce materials consistent with the organization's brand and communication standards.
· Draft clear, accurate, and engaging copy for public audiences.
· Collect program descriptions, instructor biographies, photographs, schedules, and other information needed for promotional materials.
· Proofread content and verify dates, prices, links, contact details, and registration information before publication.
· Maintain marketing calendars and coordinate publication deadlines with staff and instructors.
· Obtain required approval before publishing or distributing content on behalf of the organization.
· Follow organizational practices concerning copyright, photo permissions, participant privacy, and use of images involving minors.
Computer, Data, and Reporting Responsibilities
· Use Microsoft Excel or comparable spreadsheet software to enter, organize, validate, and analyze operational and program data.
· Create and maintain spreadsheets, formulas, filters, charts, pivot tables, and recurring reports as appropriate.
· Track registration levels, attendance, inquiries, cancellations, waitlists, revenue-related program data, marketing activity, and other approved performance measures.
· Identify trends and prepare clear summaries to support scheduling, outreach, and program-planning decisions.
· Maintain accurate electronic files, shared calendars, databases, contact lists, and document-management systems.
· Use office applications, cloud-based systems, website tools, and mobile apps efficiently.
· Protect passwords, payment information, personal data, and confidential organizational records.
· Assist with basic troubleshooting and coordinate more complex technical issues with the appropriate service provider.
Administrative and Office Support
- Perform data entry, filing, scanning, copying, document preparation, correspondence, and general clerical work.
- Receive and distribute mail, packages, deliveries, and supplies.
- Maintain office and marketing material inventories and notify management when replenishment is needed.
- Schedule appointments, meetings, rooms, tours, and other activities as assigned.
- Assist with special events, open houses, exhibitions, fundraising initiatives, and community outreach.
- Follow established procedures for payments, receipts, daily reconciliation, and transfer of funds.
- Communicate facility, equipment, safety, or maintenance concerns promptly.
- Perform other related duties consistent with the position's responsibilities and business needs.
Organization Impact and Culture:
· Supports organizational goals and maintaining a positive culture
· Maintains confidentiality of student information and any issues that may arise
· Represents the organization in a professional, positive manner at all times
· Works safely and maintains a safe work environment. Reports on safety issues immediately to Executive Director or designee.
Community Engagement:
· Cultivates and maintains strong relationships with the students, instructors, donors and the general public.
· Attends organizational events to meet potential members and strengthen “in person” relationships.
PREFERRED QUALIFICATIONS:
· At least one year of relevant experience in customer service, reception, office administration, education, arts programming, hospitality, or a related setting.
· Strong interpersonal skills and the ability to interact effectively with children, adults, families, artists, instructors, volunteers, and members of the public.
· Outgoing, energetic, dependable, and service-oriented professional manner.
· Proficiency with computers and common office applications, including Microsoft Excel, Word, email, shared calendars, and cloud-based file systems.
· Ability to create accurate spreadsheets, track information, recognize trends, and prepare reports.
· Experience using, or demonstrated ability to learn, Canva, Wix, registration platforms, email-marketing systems, and social-media applications.
· Strong written communication, editing, proofreading, spelling, and basic design skills.
· Ability to prioritize assignments, meet deadlines, and maintain accuracy while handling interruptions.
· Ability to exercise sound judgment, protect confidential information, and follow established procedures.
· Reliable attendance and ability to work the assigned schedule.
- Experience working for a nonprofit, school, arts organization, community center, or other public-facing organization.
- Experience with class registration, customer relationship management, point-of-sale, or payment-processing systems.
- Intermediate or advanced Excel skills, including formulas, charts, pivot tables, and data analysis.
- Experience in creating newsletters, digital advertisements, social-media content, and printed promotional materials.
- Familiarity with website content management, search-friendly web copy, and basic digital marketing analytics.
- Bilingual communication skills relevant to the community served.
PHYSICAL REQUIREMENTS OF THE JOB:
The physical requirements described below reflect duties commonly associated with this position. Reasonable accommodation may be provided to enable qualified individuals with disabilities to perform the essential functions.
- Regularly communicates in person and through telephone, email, and video or messaging applications.
- Frequently operates a computer, keyboard, telephone, printer, copier, and other standard office equipment.
- Regularly remains in a seated or standing position and moves throughout office, classroom, and event areas.
- Occasionally bends, reaches, or moves office, registration, marketing, or event materials.
- Occasionally lifts or carries materials weighing up to 25 pounds, with assistance or accommodation available when appropriate.
- Must be able to review digital and printed information and enter data accurately, with or without reasonable accommodation.
- Work is generally performed in an office and arts-education environment with regular interaction with the public.
- Occasional evening or Saturday work may be required with advance scheduling when practicable.
Pay: From $22.00 per hour
Benefits:
Work Location: In person
