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ADMINISTRATIVE ASSISTANT
PROGRAMS ASSISTANT


ADMINISTRATIVE ASSISTANT

ArtCenter/South Florida is seeking a full-time Administrative Assistant to provide support to staff, artists in residence, board members and public at large by assisting with daily office needs and managing our general administrative activities.

ArtCenter is a great job setting for people who enjoy working in a creative environment and loves and supports the arts and culture. ArtCenter/South Florida is a 501(c)(3) registered non-profit organization whose mission is to support artists and advance the knowledge and practice of contemporary visual arts and culture in South Florida. ArtCenter creates opportunities for experimentation and innovation, and encourages the exchange of ideas across cultures through residencies, exhibitions, public programs, education and outreach.

Administrative Assistant Job Duties:

  • Greet visitors and provide information about our programs.
  • Act as the point of contact for visitors, artists, etc.
  • Answer and transfer phone calls to the appropriate department.
  • Liaise with other departments/customers/vendors.
  • Organize and schedule appointments for Executive Director.
  • Create and submit event requests for all public programs.
  • Create parking passes for staff, artists and guests.
  • Assist with the set-up and break down of internal meetings and public programs.
  • Draft and mail out correspondence.
  • Oversee catering needs for internal meetings and public programs.
  • Assist administrative department with Accounts Receivable/Accounts Payable
  • Process payment for invoices; schedule and prepare disbursements and obtain authorization of payment.
  • Verify all transaction information; compute charges and refunds; prepare and mail invoices; identify delinquent accounts and insufficient payments.
  • Generate check requests for all departments, as needed.
  • Maintains financial historical records by filing accounting documents.
  • Manage and maintain members, students, and donors’ databases.
  • Develop and maintain a filing system.
  • Submit and reconcile expense reports.
  • Assist other ArtCenter’s departments as needed.

Requirements:

  • Working knowledge of office equipment, like copy machines and multi-line phone.
  • Proficiency in Quickbooks and MS Office (MS Word, Excel and PowerPoint).
  • Excellent time management skills and the ability to prioritize work.
  • Attention to detail and problem solving skills.
  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to multi-task.
  • Previous administrative assistant experience desired.
  • Bilingual in English/Spanish is an advantage.
  • Flexible schedule that might include evenings, weekends and holidays.

Please submit your CV by February 15th to: hr@artcentersf.org

Hours per week: 40 hours

Full-Time

ArtCenter/South Florida provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.


PROGRAMS ASSISTANT

Position Overview:

This position involves administrative work, event support, photography, and general program responsibilities. The Programs Assistant will gain insight into the workings of an internationally respected non-profit artist residency. This includes, among other things:  the artist selection process, public programs, events, workshops, daily operations, infrastructure operations, equipment inventory control, fundraising, budgeting, public marketing, social media outreach, and, importantly the artistic process of our artists in residence.

The perfect candidate will be organized, self-directed and enthusiastic.

This is a salaried full time position requiring 40 hours per week, split as needed between ArtCenter/South Florida locations in Miami Beach and Downtown.  Includes weekend and evening work.

Requirements: A valid driver’s license is required; a personal automobile is desirable. Must be able to lift 50lbs. Superior interpersonal and problem solving skills are a must. Organizational skills, computer literacy, writing, editing, and integrity are very important. Competency in Word, Excel, In-Design, Adobe Photoshop & Illustrator, open source 3D software and database entry is desirable.

Programs Assistant will report to the Residency Manager and Artistic Director.

Specific Responsibilities

Part 1: Events, Workshops and Public Programs

  • Work closely with Artistic Director, Residency Manager, and invited guests on the needs of public events (seminars, workshops, exhibitions, lectures, symposia, studio tours, etc) and coordinate the technical and site set up as well as break down of such events (technical equipment returned, chairs, tables, beverages, etc.) Help ensure they run smoothly.
  • Assist with other events as they arise.
  • Compile biographies, program information and other relevant information about programs for public distribution.

Part 2: General Program Duties—Artists’ Residencies,

  • Welcome artists and orient them to the facilities.
  • Arrange travel and accommodations for all Program guests.
  • Participate in the artists’ events and dinners.
  • Assist artists with their needs.
  • Manage the computers, printers, and other equipment for artists’ and program use.
  • Help artists with their presentations. Involves use of projectors, video, and audio equipment. Attend presentations.
  • Perform basic care and organization of the buildings.
  • Check that living studios for new artists are ready prior to arrival. Supervise cleaning crews and laundry of bed linens during turnarounds and table linens as needed.
  • Inform the Facilities Manager of any building problems.
  • Keep track of the inventory (technical equipment) and maintenance.
  • Complete other small projects as needed.

Part 3: Administrative Duties

  • Attend staff meetings.
  • Assist with Jury Panels as needed.
  • Help coordinate dinners for guests.
  • Update the Artists Calendar, Calendar of events and make announcements about upcoming events.
  • Review artist evaluations and list repairs for review during staff meetings. Contribute ideas on how to improve the residency experience.
  • Coordinate and distribute residency exit surveys.
  • Collect information from artists and upload on appropriate sections of ArtCenter website(s).
  • Inventory supplies and restock as needed.
  • Assist with data entry, filing, workshop registration and other tasks at Administrative Offices.
  • Complete other administrative duties as they arise.

Part 4: Photography & Design Duties

  • Photograph artists (for archive and promotional purposes).
  • Photograph program events for the online archive and publication on our website and social media sites as needed.
  • Organize artist photographs for program archive. Email labeled headshots to the Communications Manager at the end of each session.
  • Other small design projects may arise as well.
  • Design and/or coordinate production of signage such as vinyl for programs, exhibitions, etc.
  • Maintain the photo and video archive.

Please submit your CV and cover letter by February 20th to: exhibitions@artcentersf.org

Hours per week: 40 hours

Full-Time

ArtCenter/South Florida provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

ArtCenter South Florida Studios: 924 Lincoln Road
Office: 924 Lincoln Road, Suite 205 | Miami Beach, FL 33139 | (p) 305.674.8278 (f) 305.674-8772