Office Administrator

APPLICATIONS ACCEPTED UNTIL JANUARY 31, 2025

Position Overview:
YAA’s Office Administrator plays a key role in ensuring the smooth operation of YAA’s administrative functions, programs, and gallery events, while serving as the primary point of contact for the public. This role manages office communications, assists in the preparation of newsletters and other promotional mailings, maintains records in our databases, and provides essential support to the Executive Director, and other staff members to help achieve YAA’s mission.

Job Responsibilities:

Office Management:

• Handle all core office functions, including fielding phone calls, responding to emails, and warmly welcoming visitors to foster a professional and friendly office environment.
• Support the Executive Director by preparing routine correspondence, managing general inquiries, and maintaining an organized office workflow.

Record Keeping:

• Rigorously maintain and organize both physical and digital office files and records, ensuring easy access and impeccable accuracy.
• Keep detailed records to assist the ED and board in tracking organizational data.

Calendar and Scheduling:

• Manage the association’s calendar, schedule meetings, and coordinate appointments for the ED, staff, and committees.

Membership and Volunteer Engagement:

• Actively assist with membership management by processing applications and renewals, and preparing membership reports for the ED.
• Schedule and coordinate all volunteers for the association, manage sign-up forms, and communicate with volunteers to ensure adequate support for programs and events.

Supply Chain Management:

• Maintain all office and classroom supply inventories as approved, placing orders as necessary to ensure all materials are readily available for staff and instructors.

Gallery Event Support:

• Provide administrative support for gallery events and exhibitions, including coordinating communications, assisting with artwork intake and pick-up scheduling, and preparing exhibition documents and checklists.
• Ensure event details are organized and communicated clearly to all parties; assist with tracking RSVPs, registrations, and other event logistics without handling physical setup or teardown.

Administrative and Program Support:

• Undertake additional administrative or program support tasks as directed by the Executive Director, helping to ensure effective implementation of YAA’s initiatives.

To apply, use Indeed or email a resume (PDF) and cover letter to Executive Director, Roth J. Preap at [email protected] by July 31, 2025.

Please include the name and position you are applying for in the subject line of the email.

Job Type: Part-time

Pay: $15.00 - $17.00 per hour

Benefits:

• Paid time off

Work Location: In person