Office Coordinator

POSITION TITLE: Office Coordinator
POSITION STATUS: Full time, exempt, regular position
SALARY RANGE: $40,000-$44,000, excellent benefits
REPORTS TO: Associate Director, Operations & Communications
*This is a remote/WFH position

POSITION PURPOSE
Springboard for the Arts has a guiding principle rooted in hospitality and welcome. Our goal is always to create an environment, real or virtual, that is welcoming to newcomers and existing partners and friends alike.

Over the past year, that welcome and hospitality has looked differently than when we first conceived of this position. Springboard’s staff is working remotely, our events have turned virtual, and our office, resource lab, and community spaces have been closed to the public, even as we’ve had increased demand for and inquiries about our work. We expect to work remotely through at least Spring 2021, but we are hiring for this position now with work that can be done remotely, and then duties that can be folded in as we move back to working at our office and community space at 262 University Avenue West in St. Paul.

This position is a role that will provide functional and operational support to Springboard staff, particularly the Executive Director, Associate Directors, and Business Manager. As we move into our space on University Avenue, we will need to figure out the systems and staffing for creating a welcoming, hospitable, safe, and supportive environment. The Office Coordinator will be a part of an organization-wide team creating and communicating front of house policies and procedures. This role will eventually function as the first point of contact for the office at University Avenue, and support a culture of welcoming and connection for Springboard as a whole.

As an artist-led organization, we know there is a breadth of ways that people can work and contribute to our culture and values. This role needs a person who is communicative, welcoming, organized, and detail oriented. If you’ve been a stage manager, studio coordinator, or if your arts practice involved focus and process, this might be the right role for you. Supporting the inner workings of Springboard will be a key part of this role, so experience with bookkeeping and data entry is a big plus.

DUTIES THAT CAN BE DONE REMOTELY
+ Monitor the main public points of contact for Springboard for the Arts – our St. Paul telephone line and the info@ email account – and route requests to the appropriate Springboard staff
+ Work with the Business Manager on Quickbooks bill entry and data entry to ensure accurate and timely bookkeeping
+ Work with the Business Manager and leadership to support key HR functions
+ Support the Executive Director and Associate Directors with development of board materials, scheduling, organization, and other administrative tasks
+ Occasional data entry to support workshops, communications, and other core Springboard functions
+ Assist in creating and processing mailings and acknowledgment letters
+ Help prepare workshop materials
+ Listen for trends, questions, or themes in issues coming through the main Springboard points of contact to inform Springboard programming and resource development
Duties that we expect to pick up as we go back to in-person work
+ With an organization-wide team, work to ensure systems exist for welcoming and supporting the public use of + Springboard’s spaces, and develop trainings and reference materials for the staff
+ Staff the front desk of Springboard’s office during regular open hours, 9:30am-5pm, or coordinate coverage
+ Open and distribute mail to staff
+ Manage office-wide administrative needs, including ordering supplies, hospitality, room reservations
+ Coordinate with staff about events and offerings at Springboard for the Arts
+ Coordinate and book travel for speaking and workshops
+ Coordinate food and resources for board meetings and Springboard events
Occasional other in-person duties
+ Support Artist Resources Director and visitors in the Resource Lab and with AV Closet pickups and dropoffs
+ Assist in creating and processing mailings and acknowledgment letters
+ Take payments and issue receipts for purchases and services
+ Help coordinate interns
+ Brainstorm and develop new Springboard programs and offerings
+ Occasional silliness

Requirements

Qualified applicants must be friendly, highly organized, accountable, have a sense of humor and patience, experience with artists and the arts community, and be unafraid to ask questions. Practicing artist preferred. From, lives, has worked, or has a direct connection to the neighborhoods along the University Avenue corridor in Saint Paul a plus.

High levels of verbal and written communications will be required in this job. Day-to-day, this role will use MacOSX, MS Office Suite, along with Highrise CRM, and Quickbooks. Experience with bookkeeping/Quickbooks will be a feature of a strong candidate for this position. Additional skills with Canva, Adobe Creative Suite, digital imaging, and web coding are desirable. Ability to work well in a team and also autonomously.

HOURS, COMPENSATION, AND BENEFITS
* Full time, 40 hours a week
* Salary range: $40,000-$44,000 + excellent benefits
* Benefits: 100% employer paid health insurance for employee and 50% employer paid for family members
* 100% employer paid dental insurance for employee
* Simple IRA with 3% employer contribution
* Paid time off, sick leave, vacation and holidays
* Flexible work schedule
* Creative, artist-led work environment

Application Instructions

Upload your application by 11:59pm, Friday, February 5, 2021 using this form.

Please name your files:
* Lastname_Firstname_Office _Coordinator_Cover.pdf
* Lastname_Firstname_Office _Coordinator_Resume.pdf

Cover letters can be addressed to Carl Atiya Swanson, Associate Director, Operations & Communications

No phone calls, please.

Springboard for the Arts is an Equal Opportunity, Affirmative Action employer.