TITLE: Office Administrator

REPORTS TO: Executive Director

JOB TYPE: Part-time; 30 hours per week | 9:30AM - 3:30PM | M-F

WAGE: $15/HOUR

DATE: September 2024

 

JOB SUMMARY:

The Office Administrator plays a key role in ensuring the smooth operation of YAA’s administrative functions and gallery events, while serving as the primary point of contact for the public. This role involves managing office communications, maintaining records, and providing support to the Executive Director and other staff members.

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PRIMARY DUTIES & RESPONSIBILITIES:

Office Management:

• Handle all core office functions, including fielding phone calls, responding to emails, and warmly welcoming visitors to foster a professional and friendly office environment.

Record Keeping:

• Rigorously maintain and organize both physical and digital office files and records, ensuring easy access and impeccable accuracy.

• Track all expenditures in correlation with YAA annual budget. 

Calendar and Scheduling:

• Manage the association’s calendar, and schedule meetings, and coordinate appointments. 

Membership and Volunteer Engagement:

• Actively assist with membership management by processing applications and renewals. 

• Schedule and coordinate all volunteers for the association. Manage sign up forms and communicate with volunteers as needed. 

Supply Chain Management:

• Order all office and classroom supply inventories as approved, placing orders as necessary to ensure all materials are readily available and well-stocked.

Gallery Event and Execution Support:

• Assist in all facets of gallery events including execution, handling logistics, registration, and on-site coordination to guarantee successful events.

Administrative Support:

• Undertake additional administrative tasks as directed by the Executive Director. 

 

DESIRED SKILLS AND QUALIFICATIONS:

• Two years plus of clerical/administrative experience.

• Passion for the visual arts and art education.

• Demonstrated capability in handling high-volume office environments.

• Strong organizational, communication, and interpersonal skills.

• Detail-oriented with a proactive approach to problem-solving.

• Ability to multitask and prioritize work effectively.

• Experience in office management or administrative support roles.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software. 

• Proficient in database systems and member management software, experience with Wild Apricot are a plus.

 

 

To apply, email a resume (PDF) and cover letter to Executive Director, Roth J. Preap at executive-director@yorkartassociation.org. Please include the name and position you are applying for in the subject line of the email. 

 

The York Art Association’s mission: 

To encourage and develop an interest in the visual arts; to provide opportunities for education through classroom instruction, workshops, lectures and publications; to support interaction within the community and to provide a venue for members and non-members to exhibit their work in a gallery setting.

 

History: 

Founded in 1905 as the York Arts Club, the York Art Association was initially led by A.A. Bosshart, J. Horace Rudy, and John A. Dempwolf, holding classes across the county. By the 1960s, with over 100 members, the association recognized the need for a dedicated space. Following a capital campaign, it was reestablished as the nonprofit York Art Association, Inc. in 1970, opening its doors to the public and launching new educational programs to inspire artists and creatives.

 

YAA has experienced remarkable growth, evolving to a thriving artistic community of over 340 passionate members. This expansion is a testament to the growing demand for artistic engagement within our community.

 

In November 2024, YAA purchased the Little Green Church on Linden Avenue in York. This location will become the new home of the art association following the completion of a capital campaign to raise the necessary funds to retrofit the space. 

 

EQUAL EMPLOYMENT OPPORTUNITY:

The York Art Association is an equal opportunity employer. The YAA does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and clients.