Position Summary:

We are seeking a passionate, positive and detail-oriented Assistant Arts Administrator to join our team. This role is vital to the day-to-day operations of our organization and requires a dynamic individual who thrives in a collaborative environment. The ideal candidate will assist in administrative tasks, manage contracts and HR processes, perform basic accounting duties and payroll management, support event coordination, and ensure smooth communication between internal teams, artists, and community partners.

Key Responsibilities:

Administrative Support

• Manage calendars, schedules, and communications for leadership and team members using Google Suite
• Maintain organized records, including contracts, HR files, and financial documents.
• Assist in preparing reports, presentations, and grant applications.
• Oversee the organization and storage of legal and operational documents.

Contracts & HR Management

• Draft, review, and manage contracts with artists, vendors, and partners.
• Maintain and update HR files, including onboarding and offboarding documentation.
• Ensure compliance with organizational policies and employment regulations.
• Provide administrative support for payroll processes.
• Ensure compliance with all required legal filing.
• Ensure up to date insurance and grant requirements at all times.

Basic Accounting

• Support the Executive Director in processing invoices, payments, and reimbursements using QuickBooks Online.
• Support the Executive Director in managing budgets for events, programs, and operational expenses to ensure overall organization fiscal health.
• Support the Executive Director in maintaining accurate records for audits and grant reporting.

Event Coordination

• Support planning and logistics for performances, workshops, and community events.
• Coordinate with artists, vendors, and venues to ensure smooth event execution.
• Monitor and manage event budgets, timelines, and materials.

Communication & Outreach

• Serve as a point of contact for community partners, donors, and stakeholders.
• Support other team members in managing correspondence, including emails, newsletters, and social media inquiries.
• Assist in promoting events and initiatives through various marketing channels.

Program Support

• Assist in coordinating educational programs and artist training sessions.
• Track participant registration, attendance, and feedback.
• Ensure materials and resources are prepared and distributed as needed.

Qualifications:

• Education: Bachelor’s degree in arts administration, non-profit management, business, or a related field (preferred).
• Experience: Previous experience in an administrative role, ideally in the arts or non-profit sector.
• Skills:
  • Proficiency in QuickBooks for financial management.
  • Strong working knowledge of Google Workspace (Docs, Sheets, Slides, Drive) and Microsoft Office Suite.
  • Familiarity with CRM systems and project management tools (e.g., Monday, Slack).
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication abilities.
  • Attention to detail, particularly when managing contracts and financial documents.
• Mindset: Positive, collaborative and passionate individual with interest in the arts | Where some see only obstacles, the ideal candidate identifies creative and flexible solutions in their committed pursuit of mission impact.

What We Offer:

• The opportunity to be part of a mission-driven organization that values creativity, collaboration, and community impact.
• Hands-on experience in arts administration, HR processes, and financial management.
• Flexible work hours and location with a vibrant and supportive team environment.
• An opportunity to be a part of a growing company, recently named the Community Organization of the Year by the Winter Park Chamber.
• A chance to make a tangible difference in the local community through the arts.

Compensation:

• $16.50 to $20.00 per hour commensurate with experience 
• Part time position, 15 to 25 hours expected weekly

How to Apply:

Please submit your resume, a cover letter detailing your interest in the role, and at least two professional references to Theresa@centralfloridavocalarts.org. Applications will be accepted until January 29.