Administrative Coordinator

Applications open through Friday, September 20, 2024
Apply to jobs@highpointprintmaking.org

40 hours per week: FTE
$40–44,000 annual salary

Reports to the Executive Director; supports the Director of Artist Programs, Gallery Director, Development and Communications Manager, and Education Manager.

Work is performed onsite 9–5, Monday–Friday, with occasional weeknights and weekends. 

Highpoint Center for Printmaking (HP) is a nonprofit organization dedicated to advancing the art of printmaking. Its goals are to provide educational programs, community access, and collaborative publishing opportunities to engage the community and increase the appreciation and understanding of the printmaking arts through the following core programs: 

• Educational Programming & Community Programs in printmaking for all ages and backgrounds.
• A Printshop Cooperative, which provides access for local artists to create and show their work in a supportive workshop environment.
• A Visiting Artists Program—local, national, and international in scope—through which invited artists create original prints with the Highpoint Editions Studio.
• Artist Support Programs for early and mid-career artists
• A Gallery that enables visitors to view exhibitions of local, national, and international prints. 

Position Summary:

The Administrative Coordinator fulfills a key role at Highpoint, serving as an integral collaborator with all Highpoint staff, the first point of contact for our visitors, and a point of connection for all of our constituents. This position is responsible for fostering a culture of welcome in our organization, coordinating the administrative and accounting details that ensure that our organization runs smoothly, supporting our programs and operation staff, and maintaining records to help us reflect on the effectiveness of our programs.

We’re looking for an energetic individual who loves connecting audiences with art and who understands the importance of detailed administrative work that supports a joyful workplace for our staff, artists, and visitors.

Responsibilities:

Foster a Culture of Welcome 25%

• Assist with opening up the building and offices, on occasion providing signage.
• Greet gallery guests, provide information about HP, and conduct scheduled and impromptu tours.
• Answer questions from guests about the current exhibit, current classes, events, co-op memberships, and donor levels
• Direct individuals to locations on the website for class registration or event information 
• Keep office area stocked and organized.
• Generate thank you letters in concert with the Executive Director and Development and Communications Manager.
• Provide event planning assistance, food, beverage, and hospitality; monitor hospitality budget.
• Answer phone and check voicemail, respond to queries for classes, co-op, Editions, or gallery, or direct to the appropriate staff person.
• Serve as a point of contact for our general email inbox, respond to inquiries, or forward to appropriate staff.
• Update and maintain aspects of Highpoint’s web content, including hours and closures.

Coordinate Accounting and Sales 40%

• Enter accounts payable and receivable into our accounting system
• Prepare and send invoices
• Prepare and send cash disbursements to contractors and payees
• Collect, collate, and reconcile receipts for credit card statements 
• Enter contributions and grants into Quickbooks and code all expenses to the appropriate funding source
• Track Co-op member payments and status
• Organize and track subscriptions, contracts, and vendor relationships for digital and physical services.
• Create and file contracts for educators, artists, guest speakers, and other contractors.
• Prepare monthly payment letters for artist payments
• Support the Executive Director and Development and Communications Manager by tracking restricted gifts, program budgets, and collecting information to support expenditures on grants, including time studies, materials, etc.
• Work with the Development and Communications Manager on financial grant reporting.
• Enter and compile data in support of accounting functions and program reports.
• Open mail, bills, donations, processing, and alert proper staff
• Help with in-person transactions such as purchases of co-op member prints 
• Assist the Executive Director in preparing payroll and bi-weekly checks
• Produce funding reports from Quickbooks
• Work with the Executive Director to complete the Annual Audit

Support Staff, Board, and Building 20%

• Collate programming calendar between program staff
• Lend creative vision and innovation to support better workflow between staff, programs, and organizational goals
• Inventory and order building, office, studio, and education supplies
• Support the Executive Director by coordinating staff onboarding and onboarding processes, personnel records, benefits, and policies 
• Help support summarizing staff timesheet information 
• Assist with scheduling annual renewals and subscriptions 
• Maintain an internal HP calendar, which includes events, holidays, birthdays, events, etc.
• Maintain calendar and records for the Board and prepare materials, technology and hospitality for Board meetings.
• Travel reservations and bookings for staff as needed
• Additional projects and research as assigned

Systems and Data Management 10%

• Manage Mailchimp and SalesForce contacts, relationships, addresses, mailing lists, and call notes 
• Maintain records of HP’s network of artists, guests, and program participants
• Organize HP’s shared Google Drive and complete digitization projects
• Manage data collection for audiences and constituents, including:
  • Visitor survey summaries
  • Adult and youth class feedback summaries
  • Co-op member survey summaries
• Inventory and update hardware and software as needed
• Password management

In addition to the above duties, we also encourage the Administrative Coordinator to self-assign tasks that will support our organization and their individual growth. 

Desired Qualifications: Education, Experiences, Knowledge, and Abilities:

• Well-developed written, verbal, and interpersonal communication skills; clear communication in person or over the phone; the ability to use tact and adjust one’s approach for different personalities and constituencies; and the ability to maintain a calm and professional demeanor in stressful situations
• Responsiveness, empathy, confidentiality, positivity, and proactiveness in contributing to the organization’s mission and goals
• Able to anticipate audience and staff needs, solve problems, and be flexible and adaptable
• Strong attention to detail
• Proven ability to create, follow through, and meet deadlines
• Able to multitask, often pivoting from admin tasks to engage visitors
• Self-driven, able to organize and prioritize tasks, particularly the ability to shift from task to task as needed or assigned and manage time 
• Proficient with current office equipment and software, including MS Word and Google Suite; working knowledge of Adobe Creative Suite a plus but not required
• Experience with database management, content management systems, and donor management systems desired
• Experience with Quickbooks or basic book-keeping understanding desired
• High school diploma or GED equivalent required; advanced degree welcome 
• 1-2 years of job expertience related to administrative assistance, data management, or accounting

Working Conditions/Physical Demands:

• Work is performed entirely on-site and in person.
• The workspace is located in an open lobby area, which can be social or disruptive.
• Requires frequent lifting, carrying, or otherwise moving and positioning objects weighing up to 25 pounds 
• Frequently requires the ability to work for several hours at a time at a desk and occasionally requires the ability to staff events.
• Typically bends, stoops, and crouches on a regular basis to provide support for day-to-day activities and events.
• Requires frequent use of a telephone and computer to provide information in a clear and understandable manner to callers

Benefits:

• Health insurance: HP pays 85% of the cost of the full-time employee’s premium and 50% of the cost of the employee’s spouse or dependent coverage if the employee elects it.
• Dental insurance: HP pays 50% of the full-time employee’s premium and 50% of the cost of the employee’s spouse or dependent coverage if the employee elects it.
• Retirement plan: HP will contribute 2% of the employee’s income to an IRA, and if elected, the employee may contribute an additional percentage.
• Annual Employee Development Fund for professional growth
• Sick and safe time: 1 hour for every 30 hours worked
• Vacation: two weeks paid vacation upon start, plus 12 major holidays and one floating holiday (vacation time increases with employee tenure)
• Parental Leave: 6 weeks Paid Parental Leave upon start; no waiting period or accrual required
• Free workshops at Highpoint Center for Printmaking, pending availability (up to $400 per workshop)
• Membership to Highpoint’s Printmaking Cooperative ($2,100 value)
• Complimentary Walker Art Center membership ($175 value)
• One Highpoint Editions print per year, the selection of which is based on availability (value varies by year and selection, estimated $3,000 value)

To apply:

Please email jobs@highpointprintmaking.org with the following: 

• A cover letter describing your related experience, familiarity with, and interest in Highpoint Center for Printmaking (1 page max).
• Your resume of professional and relevant experiences (2 pages max).

Timeline for Applicants:

Sept 20  – Application Deadline

Oct 2–3 Zoom Interviews with semi-finalists

Oct 9–10 Semi-finalists in-person interviews

Start date flexible, ideally early November