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POSITION DESCRIPTION: ADMINISTRATIVE ASSISTANT

Revised July 2014

Working under the supervision of the Grants and Administration Manager, this position requires an energetic, well-organized, and versatile individual to perform the following, general duties and responsibilities:

1. Office Management and Administrative Support

§ Assure the maintenance of an effective and efficient office, maintaining or improving, as needed, administrative systems

§ Maintain the filing system, including daily filing and annual archiving according to document retention policies

§ Provide general reception, including checking messages each morning, answering phones, and responding to public enquiries

§ Open and distribute mail

§ Regularly review the supply inventory and assure that office and program materials and supplies

are stocked and available in a timely fashion

§ Ensure that all office equipment – printers, faxes, phones, etc. are functioning and order

necessary supplies

§ Maintain the Purchase Order Google Document and do all ordering

§ Support the annual audit

§ Assist with all elements of participant enrollment and social service needs assessment,

including helping to assure that enrollment forms are up-to-date; student folders are complete

before filing; and referrals are provided, as appropriate

§ Assist with program evaluation set-up and analysis

2. Data Entry and Database Maintenance

§ Maintain the FileMaker Pro (FMP) databases related to general contacts (Rolodex), classes, artists, volunteer mentors, parent and student contacts (e.g., all but fundraising databases)

§ Generate reports from FMP, such as demographic, enrollment, and related data, on at least a quarterly basis and enrollment/retention data monthly, or as requested

3. Maintain Online Posting

§ Maintain organization-wide online posting about opportunities to mentor or volunteer, job openings, or any other, related postings to other websites (Idealist, industry-specific, University, other); update at least prior to workshop cycles or when otherwise requested by staff.

4. Executive Support

§ Provide primary administrative and clerical support to the Executive Director

§ Attend Board meetings, compile minutes, distribute Board packets, and related

5. Venue Rental & Staffing

§ Under supervision of the Associate Director, manage venue rental inquiries including:

• Marketing of Venice Arts as a venue

• Rental inquiries, including site visits

• Contracts and payment processing for gallery rentals § Staff venue rentals

6. Supervision

§ Recruit and supervise office volunteers and work-study students placed in the office.

7. Media & Website

§ Add users, classes, projects, galleries

§ Update award pages, sponsors, etc.

§ Assist with software installation, troubleshooting & updates

8. Facility Upkeep

• Oversee maintenance of the facility and van, including assuring that all maintenance and repairs are performed in a timely manner

Qualifications: The ideal candidate must be extremely well–organized, detailed–oriented, and highly efficient. She or he must demonstrate prior experience working in an office setting managing multiple priorities in a calm and organized manner. Candidate must be able to effectively respond to the needs of multiple people. Experience on the Macintosh platform and with Microsoft Office, required. Experience with database input and management a plus; Filemaker Pro experience a plus, as is experience with a range of arts software, and the ability to do minor repairs and facility upkeep. As this position interacts regularly with mono–lingual, Spanish–speaking families, candidates with excellent written communication skills in both Spanish and English strongly preferred.

Salary and Benefits: This is a non-exempt, 30-hour part-time position starting at $16.50 per hour. Medical benefits, vacation and sick time accrual (75% FTE) provided after successful completion of the initial, 90-day period. Hours are flexible within our regular workweek of Monday-Friday, 8:30am-6pm, although occasional Saturdays and evenings will be required. Must have a California Driver’s License in good standing.

How to Apply: Provide your résumé along with a cover letter highlighting relevant experience to jobs@venicearts.org. Please: no phone enquiries or walk–ins. Additional information may be requested if an interview is scheduled. We are sorry, but we receive many applications for open positions and, consequently, cannot respond to everyone. Thank you for understanding.

MISSION

Venice Arts mission is to ignite youths’ imagination, mentor their creativity, and expand their sense of possibility through high quality, accessible media–based arts education programs. Venice Arts also serves as a catalyst for people of all ages, living in low–income or underrepresented communities, to create and share personal and community stories through photography, film, and multi–media.

Venice Arts is an equal opportunity employer.