Administrative Assistant | Waco, TX

ART CENTER WACO

ADMINISTRATIVE ASSISTANT

Position Status: Part-Time
FLSA: non-exempt (hourly)
Supervised by: Executive Director

About Art Center Waco
Art Center Waco is a non-profit community-based art center. Our focus is in providing the community of Waco and McLennan County arts education, exhibits and programing that is inclusive and relevant to our community. We are a mission driven organization with the overall goal of being a welcoming and inspiring space that supports and advocates for local artists and arts organization as well as providing an exhibit space to share art with our community that might not be otherwise accessible to them. At Art Center Waco we believe that art is for everyone!

GENERAL DESCRIPTION AND PURPOSE:
Art Center Waco is looking for an individual that is self-motivated and reliable to be the Administrative Assistant to the Executive Director. The overall responsibility of the Administrative Assistant to the Executive Director is to provide high level administrative support to Art Center Waco, customer service to the visitors at Art Center Waco during gallery hours, provide low-level book keeping and file management. The Administrative Assistant will also provide assistance with the set- up and breakdown of events and exhibits as well as other duties assigned.

The regular workday for this position may include hours until early evening and weekends. Examples of work that will be outside of Art Center Waco business hours include special events, venue rentals, receptions and other programing. This position will require some evenings and weekend hours. The work schedule for this position will be Tuesday – Friday, 11am – 5pm and Saturdays 10am – 2pm. Work hours will generally fall between 28-30 hours a week. The pay for this position ranges between $12 - $15 an hour.

QUALIFICATIONS:
The qualifications listed below are representative of the education, experience, skill/ability, and licenses/credentials required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Two years of college, professional training or equivalent in Art, Communications, Bookkeeping or administrative support. 
• Bachelor’s Degree in Art or Museum Studies preferred.

Experience

• 1-2 years’ experience in customer service required. 
• 1-2 years’ experience working with art, gallery attending, and/or event planning preferred. 
• 1-2 years’ experience in low level bookkeeping preferred. 
• 2-3 years’ experience in office administration or related field.

Skills/Abilities

• Strong written and verbal communication skills 
• Demonstrated experience and ease of working with a diverse population of clients 
• Ability to handle crisis situations with sensitivity and assertiveness 
• Demonstrates effectiveness as a member of a team as well as the ability to work independently and to take initiative 
• Flexibility and ability to prioritize job responsibilities 
• Ability to provide and receive peer supervision 
• Ability to maintain personal balance and accomplish multiple tasks that require a variety of skills 
• Demonstrates skills of self-direction 
• Ability to maintain accurate data and documentation of attendance 2 
• Ability to resolve conflict 
• Bilingual preferred.

RESPONSIBILITIES:

• Front end employee that interacts with the public on a regular basis. 
• Record keeping and filing. 
• Assists in the maintaining and scheduling of the Executive Director’s calendar. 
• Maintains and updates internal Art Center Waco Events Calendar. 
• Low level bookkeeping. 
• Membership correspondence and management 
• Provides customer service for Event/Venue rentals. Which includes:
  • Initial contact
  • Coordinating Events/Venue Rental Calendar and availabilities
  • Invoicing customers 
  • Ensuring agreements/paperwork processing. 
• Open and close the gallery in a timely fashion. 
• Greet visitors to the gallery and answer questions. 
• Ability to describe the current exhibit and highlight future exhibits. 
• Assist with set up events and tear down of exhibits, as applicable. 
• Maintain and report program, events and general visitor numbers on a regular basis. 
• Other duties as assigned by Supervisor

Please email resume and cover letter to Meghan Bias at meghan@artcenterwaco.org.

Job posting closes on July 14th , 2024