Office Manager - Part-time position at the Kingston School of Art
Below is a detailed job description for the position of Office Manager. Please submit a letter of application and a resume to firstname.lastname@example.org by 12 noon on Thursday, Sept. 13th, 2018. While we appreciate all expressions of interest, only those applicants selected for an interview will be contacted.
Kingston School of Art. Office Manager. Job Description (Aug. 2018) The Office Manager is a part-time paid position (15 hours per week; $14 per hour), responsible for the day-to-day operations of the office of the Kingston School of Art and Window Art Gallery, and reporting to the Board of the KSOA. Specifically, the Office Manager is responsible for completing, or directing others to complete, the following tasks:
1.Registrations and payments for all classes and workshops. Registrations are received by email through the KSOA website, in person, and by phone. a.Create and maintain course folders each term b.Compile and file class lists for completed terms c.Add new students to the Mailchimp database of email addresses. d.Maintain schedule on white board and monthly calendar.
2.Answer the phone: reply to questions or forward questions to person who can answer. Use phone log to keep track of questions. Check for and respond to voice mail.
3.Respond to emails, i.e. registering people for courses, recording payments, responding to questions, directing questions to the appropriate person, etc.
4.Greet visitors to the gallery, and note numbers in log book. Maintain security of works in gallery.
5.Greet and assist visitors to the school.
6.Provide assistance as needed to instructors and students.
7.Create and maintain paper and computer filing systems as needed.
8.Bookkeeping: Enter monthly incomes (bank, PayPal, Square) and expenditures into the KSOA’s QuickBooks system.
9.Maintain list of instructors’ and volunteers’ names and contact info to post in office
10.Process sales of art in the gallery.
11.Assist with Gallery processes and files.
12.Report to monthly Board meetings
13.Keep the office neat and tidy. Tidy up the bathrooms and front studio sink before classes. Unlock the front door, turn on the lights, make coffee before a morning class. Bring in mail from the Princess St. mailbox.
15.Maintain office supplies: printer paper, printer ink, envelopes, pens, pencils, labels, paper clips, staples, receipt books, etc.
16.Maintain supplies of forms: a.Instructor pay forms b.Workshop pay forms c.Adult class lists d.Children’s class lists e.Adult registration forms f.Children’s registration forms