Part-Time Arts Administrator / Employment
July 15, 2022
Organization Name: Glass Art Society
Organization Location: Seattle, WA
Position: Part-Time Arts Administrator
Status: Part-Time, Semi-Remote based in Seattle, WA
Oversee proper functioning of membership database (Neon CRM) including consistency and accuracy of records. Assist with collecting and compiling data, preparing mailing lists, and pulling reports.
Manage all front-line office communications, including incoming phone calls and emails; checking and handling GAS voicemails; updating all outgoing messages as needed
Manage incoming mail weekly and record/distribute bank deposits when necessary
Order office and event supplies as needed
Organize and maintain our electronic office filing system
Manage the Partial Payment Program for the GAS Conference, including follow-ups and tracking.
Maintain GAS Credit system and update records as necessary.
Maintain the membership directory and ensure timely and accurate processing of all memberships
Assist with managing and maintaining technology needs
Identify opportunities for process and office management improvements, and design and implement new systems
Oversee office organization, storage, supplies, and inventory. Inventory letterhead, envelopes, and mailing supplies and reorder when needed.
Perform annual operational tasks, including insurance renewal, state and city filings, etc.
Serve as staff representative on the Membership committees; work with committee chair to maintain minutes of committee meetings and drive committee projects
Work with the membership committee to solicit new partners for membership benefits
Perform a regular review of all membership pages on the GAS website and Membership Portal working with the Communications team to ensure all information is up-to-date including membership benefits, pricing, and benefit partners
Process all incoming memberships and renewals; compile new member and renewal reports and oversee the mailing of packets/notices when necessary
Follow up with members who have submitted incorrect or declined payment. Process invoices and refunds when necessary.
Assist with conference activities as needed, including pre- and post-conference efforts
Work with Communications Manager annually to maintain trade agreements with member benefits and ad-trade partners
Work with Communications team to coordinate and implement social media and email campaigns for membership
Assist with event registration, credit balances, and discounts for members
Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports
We’re looking for someone who is:
Based in the Seattle, WA, area and able to travel to office facility (Ballard neighborhood) at least once per week
Obsessively organized with strong attention to detail and accuracy
A “people person” that is excited to be part of the GAS team
Well-spoken and comfortable speaking with the public, customer service focused
A strong self-starter who is comfortable working independently as well as collaborating and being part of a team
Flexible in responding to and working with shifting priorities of cyclical projects
Committed to an “all-hands-on-deck” way of working, especially during conference season (this includes but is not limited to helping answer phone calls, assisting with inquiries about navigating and using the website, helping with conference registration, and traveling to/participating in the management of the conference)
Experienced with visual arts organizations (glass experience is a plus!)
Our ideal candidate will have the following:
Associate’s degree or equivalent education/experience
A self-starter that takes strong initiative
Demonstrated research and organizational skills; attention to detail
Excellent communication skills: verbal, written, electronic
Proficiency with Adobe, Microsoft Office Suite, including Excel, and other online applications
To apply, please submit a cover letter, resume, and writing sample to firstname.lastname@example.org. No phone calls, please.
Accepting application through July 15th or until position is filled.
The Glass Art Society is committed to creating an anti-racist, diverse, inclusive workforce and work environment and is proud to be an equal opportunity employer. GAS strongly encourages people of color, women, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, and veterans to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any protected category prohibited by local, state, or federal laws.