Administrative Associate

Dance; New York, Northern (NY, KY); Hybrid; USD 8,900 - 11,000; Part time

Job summary

STooPS Art & Community in Brooklyn is seeking an Administrative Associate to support day-to-day operations, communications, finances, contracts, and event logistics. You will be a key contact for the Founder/Director, helping keep the organization organized and on track across multiple programs including festivals and community workshops.

This hybrid, part-time to full-time role offers estimated hours that peak around major events.

Qualifications

• Strong organizational and time-management skills.
• Expertise in Google Drive/file management Systems.
• Comfort with QuickBooks or similar accounting software.
• Ability to manage multiple deadlines and shifting priorities.
• A collaborative, can-do attitude and interest in community-based arts programming.
• Availability to shift from part-time to full-time hours around Summer Festival event.

Responsibilities

• Communications & Scheduling: Check and respond to the general info email; answer the STooPS phone line; schedule recurring staff meetings; act as point of contact for Founder/Director.
• Finance & Accounting: Manage QuickBooks and general accounting; collect and organize receipts, invoices, W-9s; distribute payments; manage payroll; handle LOAs and vendor pricing.
• Organization & Systems: Maintain Google Drive/file organization; assist with distribution of volunteer calls and fundraising campaigns; support admin for projects.
• Summer Festival Event Support: Provide day-of event support and manage day-of sales with volunteers; coordinate post-event follow-ups.
• General Support: Provide admin assistance to Founder and staff as needed.

Skills

Organizational skills

Time management

File management

Ability to manage deadlines

Team collaboration

Tools

Google Drive

QuickBooks

Job description

About STooPS Art & Community

STooPS Art & Community is a Brooklyn-based 501c3 non-profit organization dedicated to creating public, community-rooted art programming that brings artists and neighbors together. Started as a response to the gentrification of BedStuy, Brooklyn, STooPS Art & Community was birthed in 2013 by Founder/Director, Kendra J. Ross with the vision to make art accessible while valuing creators and honoring the local. STooPS creates opportunities for community building through workshops and showcasing interactive, multidisciplinary art on neighborhood stoops, sidewalks, and storefronts. We reinvigorate outdoor spaces and the iconic brownstone stoops in honor of their legacy of communal care, networking, rest, and social activism. STooPS hosts 3 major programs each year, the Black Future Festival, Annual Summer Festival and the Fall Fun Series along with ongoing educational and curation programming and fundraising activities.

About the Role

STooPS is seeking a highly organized, detail-oriented, and proactive Administrative Associate to support the day-to-day operations of our art and community organization. This role is central to keeping STooPS running smoothly — managing communications, finances, contracts, and event logistics while serving as a key point of contact for our Founder/Director.

This is a great opportunity for someone who thrives on organization, enjoys wearing many hats, and wants to play a hands-on role supporting community-based arts programming.

Hours: Approx. 10 hrs/week (shifting to full-time in the weeks leading up to and immediately following the annual Art Crawl)

Hybrid position (mostly remote except select meetings and events)

Sept-Jan: Average 8-10hr/week

Mid-late Feb: 20 hr/week (Black Future Festival Event)

March-May: 8-10hr/week

July 19-24: 30 hr/week (Summer Festival)

Early-Mid August BREAK

Sept-Oct: Average 15 hr/week

*Note: Times are estimates based on role year round. This is a seasonal position with time/hours more concentrated closer to events and less during slower seasons

Reports to: Founder/Director

Compensation: $800-$950/month

Responsibilities:

Communications & Scheduling

Check and respond to the general info email

Answer the STooPS phone line and respond to voicemails and texts

Schedule recurring staff meetings and meetings with outside parties on behalf of the Founder/Director

Serve as point person for communications with the Founder/Director, including creating and managing event updates, fielding questions, and scheduling interviews and other engagements

Finance & Accounting

Manage QuickBooks and general accounting

Collect and organize receipts, invoices, W-9 forms, and distribute payment

Manage payroll

Distribute and follow up on all contracts and letters of agreement (LOAs),

Research vendors and compare pricing for event needs

Organization & Systems

Maintain organization of STooPS files and Google Drive, including filing current documents and refiling/labeling past folders and materials (including photos)

Assist with the creation and distribution of volunteer calls, acquisition, and communications

Support the planning, implementation, and assessment of fundraising campaigns and events, under the direction of the Development Consultant

Summer Festival Event Support

General event support (may include lifting items up to 30lb and working outdoors in extreme weather)

Manage day-of administrative responsibilities

Handle all day-of sales alongside a trusted volunteer

Schedule post-event Art Crawl reflection meeting(s)

Create and send post-event thank-yous and complete administrative follow-up

General Support

Provide general administrative assistance to the Founder and staff of STooPS as needed

What We're Looking For

Strong organizational and time-management skills

Expertise in Google Drive/file management systems

Comfort with QuickBooks or similar accounting software

Ability to manage multiple deadlines and shifting priorities

A collaborative, can-do attitude and interest in community-based arts programming

Availability to shift from part-time to full-time hours week of and following the Summer Festival event (end of July)