Administrative & Regional Arts Coordinator

SOUTH SHORE ARTS

JOB DESCRIPTION

POSITION:

Administrative \& Regional Arts Coordinator

Part\-time – Hourly; approximately 24hrs week

Salary range: $16\-$20/Hour

Reports to: Executive Director

Requirements:

Abilities in the areas of strong organizational skills, strong interpersonal written \& verbal communications, strong listening skills, familiarity with Microsoft Office and data entry in various software programs.

ADMINISTRATIVE RESPONSIBILITIES:

Customer Service:

• Responsible for answering phones and assisting walk\-ins with questions, directing calls, taking class registrations processing new memberships, reservations for events, etc. Shared responsibility with Special Events \& Development Coordinator.

Check Requests \& Mail Handling:

• Purchasing postage (first\-class, meter refill, etc.), generating and delivering mailing labels as needed to mailer

Gift Processing:

• Responsible for processing all incoming contributions, logging them into patron database under appropriate category, generating gift reports, acknowledgement letters, processing mass mailings.

Membership and Database Maintenance:

• Responsible for processing corporate and individual membership renewals, processing renewal acknowledgement letters and membership cards; updating and generating requests for all mailing lists; building new mailing databases as needed.

Sales:

• Serves as a contact for taking and processing class registrations
• Responsible for overseeing all ticket sales for children’s performances, lecture/luncheons, and other fee\-based events, including the Beaux Arts Ball.

Meeting Notices:

• Responsible for generating all board and committee meeting notices and collateral materials, arranging for meeting space, and preparing meeting packets.
• Coordinate the logistics prior to, and attend Board and various committee meetings for purposes of taking notes and minutes for each meeting.

General:

• Any other duties as assigned by the Executive Director.
• Other administrative duties as needed, including tasks relating to the Beaux Arts Ball and other events.
• Responsible for sorting incoming checks in appropriate categories and preparing weekly bank deposit.
• Responsible for maintaining office supplies for all locations and running out\-of\-office errands as needed.

REGIONAL ARTS PARTNERSHIP/COUNCIL RESPONSIBILITIES:

Regional Arts Partner (RAP) role \- Region 1 of the Indiana Arts Commission

• Coordinate with Executive Director and represent South Shore Arts in the bi\-weekly Regional Arts Partner (RAP) virtual meetings
• Attend all required RAP off\-site meetings as called (primarily in Indianapolis) as called by the Indiana Arts Commission and Commission staff.

Grant Coordination, Processing \& Review:

• Coordinate annual cycle for Indiana Arts Commission “Arts Organization Support” and “Arts Project Support” grant program for Region \#1\.
• Work with and distribute Grant communications and announcements to arts organizations throughout Lake, Porter and LaPorte Counties.
• Support Grant applicants during application process.
• Review Grant Applications for completeness once submitted and provide feedback to ensure application met all requirements.
• Ensure Grantees complete Final Grant reports within required window of time, and review Final Reports for completeness.
• Assist in recruiting and coordinating Grant Review Panelists for annual IAC grant cycle.

Regional Arts Council (RAC):

• In partnership with Executive Director, coordinate agenda, communicate and lead bi\-monthly meetings of Regional Arts Council (RAC)
• Regularly distribute and reinforce IAC messaging received each week/month to RAC, IAC grantees and applicants, as well as any other artists and arts organizations on our distribution list.
• Coordinate quarterly Regional Arts Chamber Lunches for not for Profit Arts organizations, artists, and arts supporters across the region.
• Update Regional Arts Calendar on website weekly with regional arts events and activities added.
• Coordinate regional arts organizations for interviews on our “Eye on the Arts” weekly radio program.

Job Type: Part\-time

Pay: $16\.00 \- $20\.00 per hour

Benefits:

• Employee discount
• Paid time off

Work Location: In person