Job Description: Administrative Coordinator

Posted November 7, 2017

Reports To:                              Executive Director
FLSA Status:                           Non-exempt
Rate of pay:                             $15/hr
Start date:                                November 27, 2017
Hours:                                      37-40 hrs/wk  (Tue – Fri, 9am-5pm, Sat 12-5pm + special events
Application process:              Click here/scroll down to answer questions and submit resumé by November 20, 2017     

516 ARTS operates with a small staff by working as a team. Although staff members have distinct job descriptions, we are all willing to pitch in to help one another and as a group to fulfill the needs of the organization.

The primary roles of the 516 ARTS Administrative Coordinator are:

-Do ongoing bookkeeping in Quickbooks Online.
-Generate checks, and do bi-weekly payroll.
-Track in-kind and documentation for all in-kind booked.
-Provide bookkeeping materials and records to Executive Director and Treasurer as needed.

Database & Development
-Manage database in DonorSnap (training available)
-Generate donor letters including thank you’s and membership renewal reminders
-Generate donor and membership reports from DonorSnap.
-Carry out the administration of membership campaigns, benefits, correspondence and tracking.
-Manage recognition for funders and donors.
-Assist grant writer with proposals and reports
-Assist fundraising consultants with planning and execution of donor events.
-Keep a calendar of fundraising deadlines and timelines.

-Actively work with social media through Facebook and Instagram posts, boosts and analytics
-Do agreement letters with artists and make travel arrangements for guest artists.
-Manage and track distribution of printed marketing (posters, brochures, program guides, etc)
-Answer phones and greet the general public, providing information about exhibitions, programs, and membership.
-Maintain general gallery files, media files, archives and record keeping relating to exhibitions, programs, financial accounts, etc...
-Write and distribute agendas and meeting notes for weekly staff meetings.
-Proofread marketing and publications.
-Run errands.

Volunteer Coordination
-Recruit volunteers, interns and docents.
-Plan, assign and direct volunteer, intern and docent tasks.

-Determine appropriate responses to problems and emergencies.
-Provide regular project status updates to the Executive Director.
-Alert Executive Director and Exhibitions Manager immediately when there is a problem.
-Contribute to a positive workplace environment by demonstrating superior skills in dealing with coworkers, colleagues and the general public, speaking positively when referring to 516 ARTS, and acting and speaking in a courteous and professional manner at all times.


-Master’s degree or Bachelor’s degree from four-year college or university plus two years related experience and/or training; or equivalent combination of education and experience.


-Strong organizational skills; ability to handle multiple tasks.
-Excellent oral and written communication skills.
-Demonstrated excellent customer service and interpersonal communication skills.
-Have the willingness and ability to troubleshoot problems in a safe and efficient manner.
-Proficient knowledge of Quickbooks Online, MS Office software; or other programs as needed.
-Must be able to drive, have a valid driver’s license and a good driving record accompanied by insurance.


-Ability to occasionally lift, push, pull and transport up to 25 pounds with or without assistance.
-Ability to stand for extended periods of time at events and during tours.


-Most time will be spent in a gallery/museum environment with an open, group office at 516 ARTS.
-Occasional offsite work is required for meetings, running errands, special events, and conferences.
-Must be able to work nights and weekends for occasional special events (such as openings, poetry readings, performances, and gallery talks). 
-Must be able to travel as required.


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