Assistant Director of Fine Arts

City of Lincoln; Wheeling (WV); On-site; USD 32,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Paid holidays

Park Pass privileges

Job summary

Oglebay Institute is seeking an administrative support professional to streamline operations across Performing Arts, Visual Arts, and Dance. Under minimal supervision, you will help manage events, schedules, and departmental records.

The role includes coordinating finances, supervising front-desk staff at the Stifel Center, and drafting contracts for instructors while supporting outreach programs and data reporting.

Qualifications

• Bachelor's degree in arts administration or related field.
• Experience in administrative roles within the arts is preferred.
• Preferred experience in the arts industry or nonprofit administration.

Responsibilities

• Coordinates all day-to-day financial activities including coding expenses and daily transaction reports.
• Trains, supervises, schedules, and evaluates Customer Service Representatives at the Stifel Center desk.
• Generates contracts for teachers and adjuncts and prepares payroll vouchers.
• Assists with scheduling outreach programs and generates contracts.
• Proofs correspondences, grant proposals, brochures, schedules, and programs.
• Maintains calendars and data for monthly department narratives and statistics.

Skills

Administrative support

CSR supervision

Scheduling

Payroll processing

Data entry

Communication

Education

Bachelor's degree

Tools

NEON system

Job description

• Location 1320 National Rd,Wheeling, WV, 26003,United States
• Employee Type FT Exempt
• Required Degree 4 Year Degree
• Manage Others Yes

Oglebay Institute offers a competitive benefits package that supports overall well-being and work-life balance. Benefits include medical, dental, vision insurance, flexible spending account, generous paid time off, paid holidays, and more. As part of our commitment to community engagement, employees also receive complimentary Park Pass privileges, providing access to many discounted amenities and experiences.

About Us

Oglebay Institute is a vibrant nonprofit organization that enriches nearly 70,000 lives annually through the arts, nature, and history. We operate multiple facilities and programs that foster creativity, learning, and community connection. Join our mission-driven team and help us inspire possibility for people of all ages and abilities.

Position Overview

Under minimal supervision, performs a range of administrative support duties for the departments of Performing Arts, Visual Arts and Dance. The role entails ensuring the efficient operation of administrative functions within the departments, facilitating the smooth execution of events, performances, exhibitions, and classes.

• Coordinates all day-to-day financial activities including coding expenses, working with Chief Financial Officer, and Department Heads on daily transaction reports, and maintains accurate records of same for the departments.
• Trains, supervises, schedules, and evaluates Customer Service Representatives at the “Stifel Center” desk. Available to advise and train CSRs in other departments.
• Generates contracts for teachers and adjuncts and prepares their payroll vouchers.
• Assists with scheduling outreach programs and generates contracts.
• Proofs correspondences, grant proposals, brochures, schedules, and programs.
• Proofs information coordinated and prepared by each department director for seasonal classes and sends to marketing.
• Serves as the departments’ liaison for maintenance/set up requests.
• Proofs departments’ calendars prepared by each director.
• Collects and maintains data for the monthly narrative and statistics for the departments.
• May assist customer service representatives with customer information updates in the NEON system.
• Maintains the departments’ filing systems.
• Prepares and submits deposits.
• Assists with summer camp facilitation including camp check in, food preparation, and activities as needed
• Helps set up and take down events as needed.
• Prepares seating charts for specific events.

Physical and Work Environment

This role involves light physical activity associated with routine administrative tasks, including extended periods of sitting and computer work. Occasional movement throughout event or meeting spaces may be required. Work is primarily performed indoors in offices, exhibition areas, and storage spaces that are typically well-lit and climate controlled. The environment may become fast-paced during event preparation and related activities.

Qualifications

Must have a bachelor's degree, preferably in fine arts, arts administration, arts management, or a related field. Must have prior experience working in the arts industry. Experience in administrative roles within the arts is preferred.

Oglebay Institute is an Equal Opportunity Employer including disability and protected veteran status.