Art School Office Manager

Art School
Full Time

The Art School Office Manager is responsible for maintaining office services by organizing office operations and procedures; preparing instructor payroll; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.


  • Receives incoming calls and greets walk-in visitors
  • Registers students by phone, email and in-person, collecting and recording payment and class registration
  • Be familiar with all classes and activities of the Art School in order to give information to public and act as advocate for recruiting students and promoting Museum membership
  • Be familiar with Museum membership and discounts
  • Be familiar with Art School policies regarding prorating, make up, cancelled classes and refunds
  • Verify enrollment for each class and submit verified and signed class rosters to Finance department to determine monthly payroll for instructors
  • Liaison between Art School and Museum Finance department regarding teacher payment
  • Manage and verify accuracy of Platinum Security staff time sheets sending to Director of Facilities and Platinum Security weekly
  • Anticipate and calculate monies needed for model disbursement each term
  • Manage and disburse daily model money
  • Responsible for all bank deposits of check and cash payments to the art school for classes, workshops, and sale of jewelry and/or student artwork
  • Manage the assignment and payment of students’ bi-annual locker rentals 
  • Manage, organize, and maintain all electronic and hard copy art school files including student files, teacher files, enrollment totals, petty cash receipts, art supplies, and office supplies  
  • Manages and oversees contracted equipment and vending machine services
  • Works directly with Art School Director and Registrar on term schedules, summer camp schedule, open houses, special events, and student exhibits
  • Works with Art School Director and Director of Finance to import and setup new classes in the POS system.
  • Monitors and responds to inquiries received through voicemail and email
  • Works directly with Art School Director and Registrar on long range planning, determine school building’s capacity for enrollment, requirements of software and hardware, and staffing to maintain quality of service
  • Supervise full time and part time assistant, adult volunteers, and work study adults
  • Oversee all office details and staff schedules to ensure efficient work environment and quality of service to paying students
  • Manage assignment of teacher lockers
  • Create special receipts for gift certificates and provide letters of acknowledgement for donated art supplies
  • Be knowledgeable of the Registrar’s duties to serve as backup
  • Other duties as assigned


  • Requires Bachelor’s Degree in Business Administration or B.A.
  • 5 + years experience in an office environment including supervising employees.  Experience in non-profit educational institution preferred.  Art background a plus.
  • Must be computer literate and able to learn database systems. Skilled in the use of Excel, Microsoft Word, Outlook and data entry.
  • Knowledge of Salesforce database system and Point of Sale software a plus  
  • Excellent interpersonal, organizational and verbal/written communication skills required.
  • Effectively able to multi-task on a variety of projects in a face-paced office environment.
  • Enthusiastic, detailed oriented, reliable and professional.
  • Must possess the skills necessary to interact well with people of all backgrounds and professional levels, and co-workers (team player).
  • Must be able to work with little supervision and be customer focused.
  • Must be able to work a flexible schedule, including some evenings and weekends.


The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job

  • Stands and walks intermittently throughout the work day, including sitting and bending; reaches, lifts, carries, and manipulates various office materials, supplies and equipment; and arranges furniture
  • Must be able to sit for long intervals while working on the computer and other tasks
  • Must be able to perform the job requirements under stressful and time-sensitive conditions
  • Must be in good general health
  • Work requires continuous activity and with frequent interruptions
  • May work other positions temporarily

SUPERVISED BY:               Art School Director


Exempt/Saleried (40 hours per week). 8am – 4pm

Submit applications to [email protected]