Public Programs Administrative Assistant

Summary

Public Programs Administrative Assistant responsibilities include providing administrative support for the Director of Public Programs and Public Programs Department to ensure that all administrative duties are completed accurately and delivered with high quality and in a timely manner. Responsibilities include a variety of general clerical tasks related to organization and communication as well as customer service experience related to public programming events.

Primary Responsibilities:

  • Maintain current projects spreadsheet.
  • Organize and maintain files and records for Public Programs.
  • Input and maintain all records for tours including invoicing.
  • Schedule and organize activities such as meetings, appointments, travel/housing, conferences, and activities for all members and artists of the Public Program Departments as needed.
  • Prepare and distribute correspondence memos, letters, faxes and forms; create and modify various documents using Microsoft Office.
  • Take notes at meetings when needed.
  • Organize and track contracts for Education Department.
  • Process and submit purchase orders.
  • Promote awareness of all Public Programs’ activities and events through monthly reminders to staff and updates to Arts Center staff calendars.
  • Proofread copy for spelling, grammar, and layout.
  • Assist with logistics for events and programming and at events as needed.
  • Assist with grant research, copy, and data mining.
  • Order and maintain inventory as needed for Public Programs.
  • Work with Education and Preschool with labels for Exhibitions (Youth Art Month/Preschool Perspectives).
  • Assist Public Programs in processing installment payment plans with Preschool and Youth Dance.
  • Attend curatorial briefings and docent trainings.
  • Other duties as assigned.

Qualifications:

  • Proven administrative assistant experience
  • Knowledge of office management systems and procedures
  • Technical capacity; proficiency with Word and Excel
  • Excellent time-management skills and ability to multi-task and prioritize work
  • Thoroughness and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Collaborative and flexible
  • Knowledge of the non-profit sector and procedures is helpful
  • Bachelor’s degree in arts administration or nonprofit area preferred

This is a full-time position, 40 hours per week. Days and hours of work vary based on Public Program events and incudes evening and weekend shifts as necessary.  

The John Michael Kohler Arts Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Send cover letter, résumé, and list of professional references to:

John Michael Kohler Arts Center
Human Resources
608 New York Avenue, Sheboygan, WI 53081
Or email HR@jmkac.org