» Employment Opportunity: Office & Hospitality Coordinator
Employment Opportunity: Office & Hospitality Coordinator

Intermedia Arts Minnesota

Job Description


Position Title:  Office & Hospitality Coordinator
Department: Administration
Position Status: Full-time, exempt, regular position
Reports to: Associate Director
Position Start Date: August 1, 2014
Organizational Mission: Intermedia Arts is a catalyst that builds understanding among people through art.

Intermedia Arts seeks an energetic and highly capable individual to fill the position of Office & Hospitality Coordinator and to join Intermedia’s talented staff team.
The role of the Office & Hospitality Coordinator is to serve as the organization’s first point-of-contact with our community and to coordinate the organization’s daily administrative operations. Intermedia Arts seeks an individual with the capacity to support the administration and hospitality of the organization in ways that embody Intermedia Arts' mission, vision, values, and priorities, with an emphasis on service to our community, our partners, and our participants.  
The Office & Hospitality Coordinator is resposible for creating and maintaining a daily environment of welcome, hospitality, and inclusion in our physical space, as well as through positive and helpful interactions with our community and ArtsHub members in person, online, and via phone. The Office & Hospitality coordinator ensures the smooth daily operations of the organization’s administrative operations (including inventory/supply upkeep, processing mail, customer service, mass mailings, formatting documents, etc), provides administrative support to the Executive/Artistic Director and staff as needed, and works closely with the Associate Director on administrative processes, tasks, customer service, and hospitality.
The ideal candidate must be able to demonstrate deep and authentic connections in and with the communities we serve, and be able thrive in a fast-paced and change-constant environment, and be a proactive, resourceful, efficient and adaptive administrative and interpersonal contributor to the organization.  
Intermedia Arts is committed to maintaining a diverse workforce and strongly encourages people of color to apply.

Customer Service, Hospitality & Presentation of Public Spaces (50%)

·       Present positive and welcoming hospitality as the first point of contact with the public in person, via email, and on the phone
·       Open and close building at 10AM and 6PM, respectively, Monday-Friday. Ensure the building is open on time and prepared for the public each day; Ensure the proper lock up procedure is performed every day at 6PM. Provide general oversight of building and property, including light cleaning of public spaces throughout the day. 
·       Greet and direct the public to appropriate individuals and areas, providing information about Intermedia Arts’ rental policies, programs, and opportunities as appropriate.
·       Serve as check in and point of contact for ArtsHub members and prospective members; maintain coffee bar throughout the day
·       Responsible for presentation and upkeep of physical spaces, including: gallery, lobby, kitchen, conference room, bathrooms, and ArtsHub mezzanine.
·       Supervise Gallery: ensure safety of artwork and audio/visual equipment in gallery
·       Assist staff and community members in general set-up, prep, and clean-up for meetings and events: Set up tables, chairs, and audio/visual equipment as needed. 

Administration and Office Coordination (40%)

·       Oversee the use and ongoing improvement of administrative systems and processes
·       Answer incoming calls and route to the appropriate individuals, taking messages when necessary.
·       Update phone and voice mail system; respond to voicemail and email messages promptly throughout the day
·       Manage incoming and outgoing mail
·       Log all cash and checks received
·       Update and maintain database records and codes and staff handbooks
·       Ensure all funder communication is directed to the appropriate individuals.
·       Generate donor thank you letters.
·       Manage and oversee Intermedia Arts office and  hospitality supply inventory and organization of storage areas.
·       Process all incoming applications and registrations to programs, events, and opportunities
·       Track artist and exhibition forms and artwork as it is dropped off and picked up
·       Provide daytime box office support, sales,  and evening prep as needed
·       Format documents & contracts and provide administrative support to staff upon request.
·       Update staff and board contact information.
·       Maintain accurate building diary.
·       Responsible for keeping office equipment maintained and act as the contact person for troubleshooting.
·       Prepare packets for board meetings.
·       Prepare quarterly, mid-year, and end of year participation reports.
·       Assist with scheduling in the building.
·       Admin projects as assigned

Website & Social Media (5%)

·       Maintain and retrieve database information timely for marketing purposes, such as bulk mailings, as needed.
·       Basic website calendar and front page updates; Update networking and social media sites.

Volunteer and Intern Coordination (5%)

·    General coordination of interns and volunteers. 
·    Coordinate incoming applications, and update and maintain volunteer and intern information.
·    Distribute evaluations, reviews, time sheets, and other forms to staff, volunteers, and interns.
·    Request volunteer and intern requests and job descriptions from staff once a month.
·    Post intern and volunteer positions online
·    Give general organizational orientation to volunteers and interns.
·    Provide general training when working with administrative volunteers and interns.

Contribution to organizational effectiveness

·       Meet regularly with Intermedia Arts’ Associate Director to report on and strengthen administrative systems and practices, including (but not limited to) record-keeping, documentation, and reporting.
·       Collaborate with Intermedia Arts’ development, communications, production, and support staff, as well as with program faculty, partners, curators, artists and community stakeholders, as needed.
·       Attend regular staff meetings;
·       Schedule, prep, set-up, and clean up internal and external meetings as necessary
·       Attend additional meetings and events as assigned
·       Contribute to the well-being of Intermeda Arts by remaining attentive and on the lookout for opportunities to support, nurture and strengthen the organization as a whole

Community Connection
·       Represent Intermedia Arts in all interactions with community members
·       Ensure positive relationships with co-workers, ArtsHub members, organizational partners, program participants, artists, and community
·       Host and lead IA tours as requested

Meetings and Communication

·       Attend and document meetings as requested
·       Prepare meeting materials, reports and handouts as needed
·       Respond to all internal and external email and voicemail promptly throughout the day each day

Other Duties As Assigned

Essential Qualifications

·       Office and customer service experience
·       Ability to work respectfully and effectively with:
o   artists
o   individuals and communities of diverse racial, ethnic, economic, social and educational backgrounds
·       Strong communication skills verbally and on paper
·       Excellent document formatting and word processing skills; strong data entry skills, including basic formatting and use of excel spreadsheets
·       Outstanding organizational skills and attention to detail
·       Excellent time management skills; able to manage multiple demands, prioritize tasks and work effectively while switching back and forth from tasks in short bursts of time

Computer Skills: Mac User; Proficient in MS Office Suite; Web and social media savvy; Able to use and manage digital media files (digital video, digital audio, digital images), format documents and excel spreadsheets

Preferred Qualifications

·       Knowledge of local community and arts community
·       Experience and relationships in and with the communities we serve, including (but not limited to): communities of color, native/indigenous communities, LGBT communities, new and recent immigrant communities, low-income communities, and youth.

Desired Personal Characteristics 

·       Outgoing, energetic, friendly; energized by open spaces, fast paces, and interactions with people
·       A personal passion to create healthier, more caring and equitable communities through the arts
·       Experience effectively navigating the dynamics of rank, power and privilege  
·       An ability to creatively and constructively solve problems
·       High emotional intelligence and self-awareness, with an abundance of patience;
·       An agile and assertive approach to learning with a willingness explore and grow while meeting the changing requirements of the job
·       A commitment to maintaining appropriate confidentiality and professionalism
·       A good sense of humor
·       Integrity  
COMPENSATION:  Pay commensurate with experience; excellent medical and dental benefits included

Please email letter of interest and resume to:  Julie@IntermediaArts.org. In your letter of interest, please speak to your interest in this position within our organization, as well as to your experience and relationships in and with the communities we serve.

Intermedia Arts is committed to maintaining a diverse workforce and strongly encourages people of color to apply.   
Intermedia Arts 

To be a nationally recognized leader whose investment in changemaking artists, community partnerships, and unique arts-based approaches leads to more capable, healthy and equitable communities
We Believe In:

  • Supporting artists as leaders. We invest in artists as changemaking community assets and believe in their power to collaborate, innovate, think big, and act with commitment.
  • Providing a platform for under-represented voices. Our work amplifies voices - through deep, authentic and long-term relationships in communities that are historically and traditionally under-represented.
  • Offering a safe and open space for artistic risk-taking. We value a welcoming environment that allows artists and audiences to create, see and engage with dynamic, cutting-edge work.
  • Ensuring accountability, transparency and sustainability. Our actions respect our commitment to being good stewards of our relationships and our resources.