Reports to: Executive Director
Status/Classification: Hourly, Full-Time
JOB SUMMARY:
This position provides support to the Executive Director, assists with PR and marketing activities, maintains the donor/member database, manages student enrollments, oversees lodging guest services for Theatre building units, and provides customer service for guests, students, and visitors.
Essential Duties and Responsibilities:
Marketing and Communications
Works with Communications Director to create content for newsletter and email blasts
Writes content for fundraising event promotions as requested
Maintains collateral and marketing materials in an organized manner
Delivers collateral to local establishments and hang posters as needed
Assists with lapsed member campaigns
Donor and Membership Database (Bloomerang)
Maintains database so it is organized, information is accurate, consistent, and up-to-date
Responds to member and donor inquiries in a timely manner
Prepares and mails donation acknowledgment paperwork, including in-kind donations
Ensures bookkeeper receives a copy of all in-kind donation paperwork
Prepares and mails membership letters
Runs donor and member reports upon request
Timely input of donations and memberships received outside of software program
Registration Database (Jumbula)
Maintains database so it is organized, information is accurate, consistent, and up-to-date
Adds, edits, and archives classes in a timely manner
Notifies Program Manager promptly about low class enrollments so that marketing or cancellation decisions can be made
Communicates with students regarding class cancellations or changes; processes refunds as needed.
Prepare class student lists for instructor and bookkeeper
Lodging Reservation Database (RezStream)
Works in conjunction with outside property management company to maintain database so it is organized, information is accurate, consistent, and up-to-date
Prepares rental lease agreements for long term renters (30 days or more), obtains signatures and receive payments
Records all non-RezStream payments on Daily Receipt Log and in RezStream
Manages housekeeper ensuring regular cleaning and maintenance of bathrooms, admin building, Theatre building rentals, and studios as needed.
Works with Studio/ Facilities Manager to schedule any needed repairs and maintenance
Volunteer Management
Assists staff to plan and staff volunteer events
Tracks volunteer contacts in the database and cultivate accounts and relationships
Identifies volunteer prospects for potential sponsorships or individual donations.
Other
Participate in meetings as requested
Keep the Admin calendar up-to-date
Maintain good communication with bookkeeper regarding all financial transactions
Prepare Daily Receipt Log
Respond to emails and telephone calls in a timely manner
Maintain organized filing system and purge according to retention schedule
Order supplies as needed
Pick up the mail regularly and distribute
Obtain signatures, filing, and photocopying as requested
Other duties and tasks as assigned
Preferred Skills & Qualifications:
Associate or bachelor's degree in a related field.
A minimum of two years of experience in an administrative position, preferably in a non-profit
Excellent organizational skills with attention to detail, accuracy, and time-management
Strong interpersonal and communication skills; solid aptitude for customer service.
Must live locally and have a reliable vehicle
Proficiency in Microsoft Office and Google Suite
Database management experience
Ability to present information concisely and effectively, both verbally and in writing
High degree of skill in grammar, spelling, and punctuation.
Reliable, punctual, and ability to use tact and diplomacy in a variety of situations
Must be action-oriented and can work independently and as a team player
A sense of humor and a positive attitude
Physical Demands:
Work will be performed sitting at a desk/chair or standing while speaking and interacting with clients. The position will require excellent finger dexterity to operate normal office equipment and systems. Must be able to lift 15 pounds and be able to meet the physical demands of special event production and execution.
Benefits:
Standard benefits program as outlined in the Employee Handbook which includes Paid Time Off.
Hours of Work:
Monday through Friday, 9am to 5pm. Occasional evening and weekend hours as required for special events.
For more information about Mendocino Art Center visit us online at www.mendocinoartcenter.org.