EMERSON CULTURAL CENTER Office Manager in BOZEMAN, Montana

JOB TITLE: OFFICE MANAGER Summary: The Office Manager advances the mission of the Emerson Center for the Arts and Culture, Inc. (Emerson) by completing general office duties, file management, thoughtful visitor/vendor relations, and assisting the Executive Director with office organization. Key responsibilities are listed below but are not limited to: Key Responsibility: EXECUTIVE DIRECTOR ADMINISTRATIVE ASSISTANCE Meets weekly with Executive Director to review upcoming appointments and responsibilities Assists the Executive Director with office administrative tasks (filing, correspondence, meeting preparation, etc.) Prepares professional correspondences letters, documents, and presentations for the Executive Director Assists with Board Meeting preparation Responsible for updating Board Books Completes other duties as assigned Key Responsibility: DATA MANAGEMENTUpdates website information (public space and Emerson events, contact information, tenant directories, class schedules, exhibit information, etc.) Maintains Emerson Member and Donor information in Donor Perfect Maintains mailing lists Key Responsibility: EDUCATION/CURATOR ASSISTANCEAssists with Emerson education class registration Gallery back-up (open/close and monitor the gallery in the Curators absence) Key Responsibility: VOLUNTEER MANAGEMENTResponsible for volunteer applications, timesheets, background checks, and data management Schedules and coordinates meetings, events and community service, work study, volunteer schedules Recruit, train, supervise, and retain volunteers who will work Front of House for Emerson public space events as well as Emerson Center for the Arts and Culture events Key Responsibility: FILE MANAGEMENT Prepares business correspondence Manages Files (electronic and hard copy) Establish an internal file storage system (paper and electronic) Prepares meeting minutes (including weekly staff meetings, event committee meetings, etc.), meeting notes and internal support materials Assists with updating database (including but not limited to class registrations, members, donors, sponsors, and mailing lists) Key Responsibility: EMERSON EVENTS Provides support for Emerson events such as Lunch on the Lawn, Celebration of the Arts, Quick Draws and Cocktails, Holiday Bazaar, Garden and Home Tour, Annual Open House, Christmas Stroll, Art Walks, etc. Assists with gathering donations, setting-up and tearing down of events, running errands, selling tickets, updating and maintaining attendee lists, distributing posters, preparing food trays and completing other associated tasks. Key Responsibilities: GENERAL OFFICE General office work and staff support including making copies, filing, scanning, answering phone (includes keeping all outgoing messages current), data entry, collecting and sorting incoming mail, light cleaning and running errands Maintains complete organizational calendar Mailing weekly Accounts Payable and filing corresponding invoices/documentation Assists with various aspects of administrative management, directory maintenance, supply inventory, storage and purchasing Coordinates between departments in resolving day-to-day administrative issues Arranges for all office equipment repair and maintenance (postage machine, phone system and copier) Greets visitors in front office, fields questions and responds to a variety of inquiries and emergencies Assists with Emerson bulk mailings, email contacts, and e-newsletters Contributes to team effort by supporting the full team as needed Communicates effectively with Emerson staff, teachers, committees, artists and visitors Processes credit card transactions (class registration and membership payments, public rental space deposits, art sales, ticket sales, etc.) Provides an overview of public rental information and conducts occasional tours of the venue for prospective clients Serves as the initial point person for all walk-in, phone, email, and referral inquiries, Services the Art-O-Mat (collects monie