Administrative Assistant

About Old Town Artisan Studios Old Town Artisan Studios is a nonprofit organization dedicated to providing positive art experiences for all people, regardless of age, ability, or financial condition. We offer classes, workshops, and community outreach programs that enrich lives through creative expression, both on our campus and throughout the Coachella Valley. Position Summary The Administrative Assistant provides administrative and operational support across Old Town Artisan Studios and serves as the organization's registrar. The position reports to the Executive Director and supports additional department heads, coordinating work across departments so that internal operations and public\-facing programs run smoothly. Registrar and Enrollment Management · Assist in building and maintaining the class schedule in the registration system, including sessions, descriptions, pricing, capacity, age ranges, prerequisites, materials fees, and registration open and close dates. · Manage enrollments end to end: registrations, transfers, waitlists, cancellations, withdrawals, refunds and credits, and make\-up sessions, in line with organizational policy. · Assist students and families with enrollment by recommending classes appropriate to age and skill level, correcting registration errors, and troubleshooting online checkout. · Verify that required paperwork is complete before participation, including liability waivers, media releases, and guardian consent for minors. · Administer scholarships, discounts, and promotional codes, and track awards and complimentary enrollments for reporting. · Coordinate enrollment and billing for charter school, school district, and Self\-Determination Program participants, including certificates, purchase orders, and invoicing. · Maintain accurate student and household records in the CRM, including duplicate cleanup and current contact and guardian information. · Monitor enrollment against class minimums, flag under\-enrolled classes for cancellation decisions, and notify affected students promptly. · Send registration confirmations, reminders, schedule changes, and cancellation notices, and serve as the primary contact for enrollment questions. · Confirm that class listings on the website and in the registration system match the approved schedule. Administrative Support · Provide administrative support to the Executive Director and, as directed, to department heads across the organization. · Manage calendars, schedule meetings, and coordinate cross\-departmental communication. · Prepare correspondence, reports, spreadsheets, and meeting materials as needed. · Maintain organized electronic and physical filing systems. · Assist with onboarding, staff communication, and HR documentation as directed. · Track receipts, invoices, and other financial documents for assigned projects. · Support data entry and reporting in organizational systems, including accounting, CRM, and class registration platforms. · Perform other duties as assigned. Cross\-Training and Coverage · Complete cross\-training in front desk operations, including reception, Paint\-Your\-Own\-Pottery, and point of sale, and keep that training current as systems and procedures change. · Provide front desk coverage as scheduled and on short notice, including during breaks, staff absences, and peak registration periods. · Cross\-train with other departments as directed so the organization has backup coverage for critical processes. · Document recurring registrar and administrative processes so others can step in when this position is out. Qualifications · Minimum of five years of administrative or office coordination experience; nonprofit or arts organization preferred. · Experience with registration, enrollment, or student records management preferred. · Strong proficiency in Google Workspace, Adobe Acrobat, Microsoft Office, and database or CRM systems. · Exceptional attention to detail, organization, and follow\-through. · Excellent written and verbal communication skills. · Ability to manage multiple priorities with professionalism and discretion, and to handle student and family information confidentially. · Friendly, collaborative, and adaptable in a fast\-paced team environment. · Comfort working with children, teens, and adults, and ability to pass a background check. · Passion for the arts, education, and community service is a plus. Schedule and Benefits · Full\-time, on\-site position based in La Quinta, CA. · Occasional evening or weekend hours required for events or special projects. · Benefits include paid vacation, sick leave, and holidays, and health insurance eligibility. Pay: $22\.00 \- $26\.00 per hour Benefits: Dental insurance Employee discount Health insurance Life insurance Paid time off Vision insurance Work Location: In person