Office Manager (part-time)

We are seeking an articulate, personable, and energetic Office Manager with a knowledgeable background in Excel and Word. This person must be professional and enjoy customer interaction at all levels.

• Schedule: Monday
• Tuesday 9AM - 5:30PM, Wednesday
• Thursday 9AM - 3PM, and special events as needed.

Responsibilities include, but are not limited to

Building Responsibilities

• Main receptionist and point of contact for the public, students, and instructors
• Direct the operation of the Center in the absence of the Facility Manager in collaboration with your colleagues.
• Assist with the recruiting and training of new instructors.
• Assist with recruiting and training interns.
• Assist with gallery exhibitions and special events including the intake of artwork, loan agreement acceptance, and work closely with the curator for any ordering needs in the gallery.
• Update the excel for tracking repairs when the Skilled Services department or contractors come to assess and complete maintenance repairs.
• Act as the liaison for Skilled Services in conjunction with the Facility Manager.
• Maintain the primary calendar to stay on schedule for class catalog releases and registration windows.
• Maintain the primary studio schedule each session.

Class and Studio Responsibilities

• Work with Facility Manager to develop course catalogs.
• Coordinate all aspects of class registration including class proposal collection, database management, classroom scheduling, point of sale transactions through Active Net, statistical reporting, inputting classes into the ActiveNet system for registrations, and maintaining profit/loss reports for each session.
• Managing Studio Group Rentals, classroom scheduling, and payments.

Procurement Responsibilities

• Maintain supply inventory, including ordering of office, gallery, and facility supplies, etc.
• Obtain quotes from, create requisitions, submit purchase orders, and communicate with suppliers when ordering necessary supplies for the programs.
• Become proficient in our Oracle Cloud system with running reports, finding suppliers, submitting requisitions, submitting invoices, reconciling invoice payments, and drilling down on purchase order information. Financial Responsibilities
• Ability to utilize functions in Word and Excel to match formatting of documents in design & style.
• Pull Funds Available Report 3-6x/month and maintain the excel with all the information with consistent formatting.
• Maintain financial tracking excel of all accounts.
• Ability to reconcile purchases in the gallery with the purchase report and maintain an excel.

Requirements

• Must be extremely well organized and able to multitask.
• Must work well under pressure while managing multiple tasks.
• Must be helpful and kind to all patrons of the arts center.
• Must be able to work well with differing personalities.
• Must be proficient in MS Word and Excel.
• Knowledge of intermediate computer skills.
• Must be able to utilize search engines to find answers to technical questions.
• Must be able to write and send timely, professional emails with proper formatting and no errors in spelling and grammar.

Job Type: Part-time

Pay: $17.00 per hour

Benefits

• Employee assistance program
• Employee discount

Experience

• Microsoft Excel: 3 years (Required)

Work Location: In person