Karen Andrews Group

Office and Development Administrator The Ark Jobs at Karen Andrews Group

Office and Development Administrator The Ark Jobs at Karen Andrews Group

Sample Office and Development Administrator The Ark Job Description

Office and Development Administrator - The Ark

The Ark is Michigan's nonprofit home for folk and roots music. Considered one of the top music clubs in the world, The Ark is renowned for the quality and breadth of its programming. The intimate 400-seat venue presents performers ranging from emerging artists to classic figures of folk and roots music.

The Ark is seeking a skilled, motivated and energetic Office & Development Administrator to fill an essential role that keeps our office and operations running smoothly and provides outstanding customer service.

The primary areas of focus for this position include:

  • Maintaining efficient and effective day-to-day administrative operations at The Ark;
  • Providing support to the Development Department and the Executive Director;
  • Delivering great customer service by phone, email and in person to Ark constituents.

Key components for the successful candidate include:

  • Reliably handling routine tasks and responding to day-to-day needs;
  • Reflecting The Ark's world-class reputation in both public-facing interactions and behind-the-scenes work that supports the organization;
  • Valuing the importance of the position and its critical role in The Ark's success.

The Office & Development Administrator has a dual reporting relationship to the Executive Director and Development Director and works closely with the Annual Giving Manager and other staff. This position works on-site at The Ark's office during regular office hours, Mon-Fri, 9 a.m. - 5 p.m. Occasional evening or weekend hours are required for annual events (Ann Arbor Folk Festival, Fall Fundraiser, Annual Meeting).

Please submit a cover letter plus resume for consideration.


PRIMARY RESPONSIBLITIES

General Office Administration

  • Answer phones, assist customers, route calls
  • Receive and handle general email/website inquiries and feedback
  • Open and distribute mail
  • Coordinate package distribution from the office to The Ark
  • Maintain office calendar
  • Order office supplies
  • Coordinate office maintenance
  • Research, order, and maintain office equipment and contracts (phones, photocopiers, postage meter, etc.)
  • Serve as IVSComm telephone system administrator: update greetings and messages, train and educate staff, handle problems that may arise
  • Serve as IT liaison with IT contractor and provide staff IT support as needed

Cash Handling, Banking and Related Functions

  • Prepare starting cash for nightly club shows and rentals
  • Process show folders post-show; record and distribute show-related information
  • Reconcile nightly show cash to reports and deposit cash after each show
  • Maintain spreadsheets for petty cash, over/short, performer cash, and starting cash for nightly shows
  • Process donations and other checks; prepare and make deposits
  • Process credit card donations
  • Manage gift cards
  • Prepare year-end cash counts for audit

Development Support and Data Entry

  • Enter club memberships into database
  • Maintain address updates in database
  • Enter Folk Festival and Fall Event orders and seat assignments into database
  • Maintain sales spreadsheets and hard copy records for Folk Festival and other special events
  • Assist with Development correspondence (gift acknowledgement, pledge reminders, other mailings) as needed
  • Process membership renewals and other mailings (fold, stuff, meter)
  • Coordinate seat sponsorship setup and installation

ADDITIONAL DUTIES

  • Compile monthly Board packets and maintain Board documents
  • Take and distribute minutes of event debriefings and other staff meetings as needed
  • Provide administrative support to Executive Director
  • Handle ticket donation requests from other organizations
  • Related duties as assigned

QUALIFICATIONS

  • Familiarity with and appreciation of the types of music The Ark presents a plus
  • Excellent interpersonal, communication, and customer services skills
  • Strong organizational skills and reliable follow-through
  • Exceptional accuracy and attention to detail with regard to cash-handling, record-keeping, data entry, and other administrative tasks
  • Must be tech and computer savvy and capable of working efficiently with Microsoft Word, Excel, Outlook, Access, Adobe, plus Google Drive/cloud-based platforms
  • Solid math skills
  • Proven ability to work effectively with a variety of personalities in a busy environment
  • Ability to cultivate a positive, welcoming atmosphere for all Ark constituents: customers, volunteers, artists, agents, fellow staff members
  • Commitment to The Ark's organization-wide focus on encouraging and welcoming diversity
  • Ability to maintain a regular 9-5 office schedule working on-site
  • Must have reliable transportation
  • Job requires daily in-person bank visits
  • Job includes extended periods of sitting or standing at a computer
  • Job requires the ability to occasionally move items up to 25 lbs
  • COVID vaccination is required for all Ark employees

Salary and Benefits Information

  • This is a full-time, non-exempt position paid on an hourly basis
  • Pay range is $19 - $23/hr with starting pay based on prior experience
  • Benefits options include: health insurance, retirement (SIMPLE IRA), generous paid time off

The Ark is an Equal Opportunity Employer, offering equal opportunity for employment or advancement to all qualified applicants or employees without regard to age, religion, color, race, national or ethnic origin, sex, sexual orientation, gender identity, gender expression, marital status, familial status, veteran status, height, weight, or non-job-related medical condition or disability, or any unlawful criterion or circumstance. The Ark is committed to fostering and maintaining a diverse and multicultural working environment. Candidates from underrepresented groups are encouraged to apply.



Mission Statement

"The Ark is a non-profit organization dedicated to the enrichment of the human spirit through the presentation, preservation, and encouragement of folk, roots, ethnic music, and the related arts. The Ark provides a safe and welcoming atmosphere for all people to listen to, learn about, perform and share music."

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