Administrative Assistant (Part-Time)

The Administrative Assistant position is essential to both the administrative team and visitor services in general.  Duties include assisting the Operations and Finance Manager and the front desk Team in providing excellent people-centered service to visitors, students, and artists in the building. The day-to-day tasks may include providing a welcoming environment for visitors and students, managing clay and gallery sales, maintaining digital files and records, handling email correspondence, managing phone calls, and scheduling meetings.    

DUTIES & RESPONSIBILITIES:

Below are the duties of the Administrative Assistant, reflecting the tasks associated with their key competencies:

CUSTOMER FOCUS & EFFECTIVE COMMUNICATION

  • Ensures attention to detail, uses tact, and prioritizes building relationships and communicating the depth and breadth of programming that TCS provides to the community
  • Maintains a friendly, positive demeanor when interacting with colleagues, vendors, stakeholders, and the public

    ADMINISTRATIVE ESSENTIAL FUNCTIONS
  • Answer incoming phone calls as needed
  • Serve as trained backup for a range of administrative functions, including Executive Director support, bulk emailings, and Board and Committee meeting logistics
  • Maintain and audit physical and digital filing systems, ensuring records are accurately named, organized, and stored in accordance with TCS policies
  • Support special projects and other duties as assigned

FINANCE ESSENTIAL FUNCTIONS

  • Serve as trained backup for daily merchant report data entry and reconciliation
  • Receive, process, code, and submit all incoming bills and invoices to the F&O Manager for payment.


PROGRAMS ESSENTIAL FUNCTIONS

  • Assist with sales in the galleries. Answer questions about the artists and exhibitions
  • First-line backup for answering incoming phones
  • Assist with the first week of classes as needed 
  • Answer student questions via email, in-person, and over the phone
  • Special Projects and other duties as assigned
  • Help nurture a sense of community and inclusion for students, artists, and visitors


QUALIFICATIONS & SKILLS:

  • Excellent written and verbal communication skills 
  • Skilled at organizing and managing multiple tasks concurrently with attention to detail and follow-through
  • Ability to work effectively with various personalities and working styles and with people at all levels of the organization, including staff, board, and donors
  • Be trustworthy and able to handle confidential information
  • Hold basic Mac computer skills 
  • Be knowledgeable of Excel, Word, and other Microsoft Office programs
  • Experience working in databases is helpful
  • Possess an excellent work ethic, passion for the arts, people-centered, and a sense of humor.
  • Experience with nonprofit organizations is preferred
  • A minimum of 1 year of office administrative experience is preferred
  • Complete three background checks required for working with youth
  • Commitment to diversity, equity, inclusion, and access, and fostering a nurturing environment


COMPENSATION:

  • Compensation is $18/hour, averaging 24 hours per week
  • 24/hr studio access for your artistic practice

REPORTING RELATIONSHIP: The Administrative Assistant reports to the Operations & Finance Manager and the Galleries Manager. 

WORK SCHEDULE:
Regular hours are Monday and Friday (9:30 AM – 5:30 PM) and Saturday (9:00 AM – 5:00 PM), including a 1-hour lunch break daily. This position is expected to participate in special events outside of regular business hours; in these instances, hours are adjusted accordingly.

HOW TO APPLY:
Please send a resume and cover letter to  jobs@theclaystudio.org. No phone calls. The Clay Studio will review applications immediately.

The Clay Studio is an equal opportunity employer. The Clay Studio values a diverse workplace and strongly encourages people of color, LGBTQIA+ individuals, people with disabilities, and members of ethnic minorities to apply.

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ABOUT THE CLAY STUDIO

The Clay Studio inspires curiosity and discovery around the art and craft of clay, drawing together students, artists, and an engaged public into a welcoming community. Every day, in our classrooms, studios, galleries, and neighborhoods, we deepen the connection between people and clay with the highest-quality programs and exhibitions. Founded in 1974, The Clay Studio continues to believe that shared creativity, so fundamental to humanity, is a critical force for good.