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.
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]