Petaluma Arts Center (PAC) is looking for a dedicated, enthusiastic, community-minded Arts Center Assistant. The position is part-time, 20 hours per week and supports the PAC and its day-to-day operations. The Arts Center Assistant works closely with the Board of Directors to complete administrative tasks in a timely manner. Primary responsibilities include day-to-day operations ensuring that administrative support is provided as needed including, but not limited to: membership database management, volunteer coordination, visitor services and other duties as they arise. Scheduled hours will vary depending on the needs of the Arts Center.
Job Title: Arts Center Assistant
FLSA Status: Non-exempt; 20 hours/week
Reports to: President, Board of Directors
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Membership – Upon receipt of membership notification by email, mail, or Membership Signup Card, complete processing within 72 hours. Update membership database as required. Monitor renewal notices and initiate a phone calls reminder when renewal has not occurred within three weeks.
Donations – Upon receipt of donations by checks or Square receipt, enter donation into the database. Update donor’s personal information as needed. Prepare thank you letters for signature and mailing within 72 hours. Update membership date in the database as needed.
Visitor Services – Depending on hours scheduled, open or close PAC following security procedures. Greet visitors and facilitate questions/inquiries. Prepare rosters of registered participants for events and classes. Gather and set up equipment for events, classes and exhibitions.
Financial Administration – Follow established procedures to accurately prepare invoices and other documents for the for bookkeeper.
Volunteer Management – Assist and train volunteers as needed. Support scheduling and coordinating volunteers.
Other duties as assigned
• High school diploma or equivalent
• Post-secondary education, at least 2 years
• Experience using database applications
• Experience using PC and Microsoft office applications
• At least 2 years’ experience working in an office setting
• Strong interpersonal and communications skills
• Organized and able to manage complex processes
• Familiarity with PAC
• Museum/non-profit operations a plus
KNOWLEDGE/SKILLS/ABILITIES: Excellent communication (written and verbal) and interpersonal skills. Professional, friendly and welcoming to visitors to PAC. Flexibility, good time management skills able to coordinate numerous tasks. Demonstrates ability to follow through and follow up on assignments. Able to maintain confidentiality. Proficiency in Microsoft Office Suite, internet and email required. Experience in the arts a plus.
• Physically able to move throughout the office facility
• Lift up to 20 pounds
• Minimal stooping and bending
• Must be able to sit and work at a computer
SCHEDULE: Flexible schedule; may occasionally be assigned on Saturdays or Sundays and evening events hours
Note: Nothing in this job description restricts program management’s right to assign or reassign duties and responsibilities to this job at any time.