Art School Office Manager

Art School
Type: 
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.

SPECIFIC RESPONSIBILITIES

  • 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

QUALIFICATIONS

  • 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.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

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

HOURS OF POSITION  

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

Submit applications to [email protected]