Join the CALC Creative Team!

Job Title: Administrative Assistant

Location: Carlisle Arts and Learning Center (CALC)

Reports To: Executive Director

Employment Type: Part-time, averages 26-32 hrs. per week, Hourly rate, non-exempt

Job Summary: The purpose of this position is to ensure CALC is a welcoming space for all, to ensure the smooth operation of daily activities, support other team members, and invest in the long-term success of the organization. This role is invaluable to the positive experience of all guests and excellent reputation of CALC in the community. Current schedule is Tuesday, Wednesday, Friday, Saturday.

Key Responsibilities:

Customer Service and Public Relations:

• Provide high quality customer service to guests, students, artists, staff and volunteers.

• Be fully knowledgeable of CALC activities and opportunities & communicate them effectively.

• Cover all desk responsibilities on scheduled days as a first priority.

• Assist at gallery openings and fundraising events by greeting guests, managing transactions.

• Create weekly social media posts about classes, events, staff etc.

Administrative:

• Staff the desk, answer phone, and manage mail and e-mail, donations and class registration.

• Be knowledgeable of daily activities and staff schedules.

• Enter and maintain class registration spreadsheets on a daily basis.

• Assist Executive Director with thank you letters, correspondence, tracking donations, etc.

• Manage and update the CALC website with class descriptions, events and exhibits.

• Aware of upcoming classes, teacher needs, registration numbers, and communications.

• Assist Gallery Coordinator with exhibit intake, hanging, tags, and programs.

• Send out monthly membership renewal reminders and process new memberships.

• With other staff, maintain building cleanliness. Inform Executive Director of repairs needed.

• Attend scheduled staff meetings with up-to-date information.

• Become proficient in CALC database management, assuring accuracy, managing membership data and renewals, and contributing ideas for better efficiency when necessary.

Fiscal:

• Conduct customer sales, handle invoices, including charges and cash sales.

• Reconcile cash and charges with receipts for bookkeeper regularly.

• Manage and accurately update memberships and donations into the database on a timely basis.

• Inventory office supplies, order needed supplies within budget.

• Assist in the generation of financial and in-kind donations.

Event Assistance:

• Create and manage event guest lists, ticket sales, sponsor information, and registrations.

• Reconcile Square card reader sales and receipts after events.

• Support all staff members with requested tasks as needed.

Required Qualifications:

• High School diploma or equivalent.

• Must be proficient in Microsoft Office, Excel, and database systems.

• Strong organizational, critical thinking, time management and follow-through skills, clerical duties including accuracy, attention to detail and record keeping.

• Experience in social media, marketing, writing, proofreading, website and POS systems.

• High level of personal responsibility and commitment to the job and culture of CALC.

• Independent worker, supportive team member and active community member.

• Must provide clean Childline, PA State Police and FBI Clearances.

• Must have a working vehicle and have a valid PA Driver’s License, a good driving record, no restrictions.

Work Environment:

• Office environment with occasional off-site hours required.

• Dress is appropriate office casual, elevated for events when necessary.

• Ability to sit for extended periods, move around the two floors of the building and carry boxes and parcels around the building and out to vehicles.

• Ability to lift up to 25 pounds.

Equal Opportunity Statement: Carlisle Arts and Learning Center (CALC) is an equal opportunity employer and encourages applications from individuals of all backgrounds. Employee and candidate information is completely confidential.

Please email your resume, cover letter, and salary requirements to ExecutiveDirector@carlislearts.org.