Office Coordinator

ArtPride New Jersey; Princeton (NJ); On-site; USD 38,000 - 40,000; Full time

Benefits offered by this job

15 paid staff holidays

PTO and sick time

ICRA for medical expenses

Job summary

West Windsor Arts in central New Jersey seeks a full-time Office Coordinator to support all departments and serve as the front-line contact for visitors. The role manages daily admin tasks, schedules, and supplies, reporting to the Operations Director.

Typical hours include evenings and Saturdays during the school year and weekday hours in the summer. The ideal candidate is organized, communicates well, and comfortable with Google Suite; CRM/database experience is a plus.

Qualifications

• Highly organized and can work independently with strong attention to detail and ability to juggle multiple priorities.
• Excellent written and verbal communication.
• Familiarity with Google Suite; quick to learn CRM or database systems.
• Flexible and willing to work occasional evenings and weekends as needed.
• Must pass a background check.

Responsibilities

• Provide welcoming and responsive service to customers and vendors; check-in students for classes.
• Keep data clean and updated; generate reports and mailing lists as needed.
• Enter programs into CRM; process and track registrations.
• Update events on the calendar; sort mail; archive and file records.
• Meet with clients to schedule rentals and art parties; support volunteers and interns.

Skills

Customer Service

Data management

Schedule coordination

Event coordination

Attention to detail

Tools

Google Suite

Job description

Are you passionate about the arts and creative spaces? Do you love interacting with the community and keeping offices organized and ready to serve? West Windsor Arts (WWA), a vibrant nonprofit arts center in central New Jersey, is seeking a full-time Office Coordinator.

The Office Coordinator works closely with all departments, reports to the Operations Director, and is the regular point of contact with the visiting public. The Office Coordinator ensures our workplace runs smoothly by managing daily administrative tasks, coordinating schedules, and overseeing supplies. This is a full-time position (40 hours) with a work week that aligns with evening and weekend programming, generally Tuesday through Saturday during the school year and Monday through Friday in the summer.

Who We Are

At West Windsor Arts, we believe in cultivating the artist within us all. Our mission is to inspire a creative community that is inclusive, engaged, and equitable. As part of our small but mighty team, you’ll work alongside passionate arts professionals who are making a difference. We’re looking for someone who is ready to work and to grow with us. Our ideal candidate is:

Duties and Responsibilities

Essential functions include:

• Customer Service: Provide welcoming and responsive service by interacting directly with customers and vendors; respond to inquiries in-person, by phone, or email; check-in students of all ages for classes
• Customer Data: Keep all data clean and updated; make reports and mailing lists as needed
• Program Registrations: Enter programs into CRM software; process and track registrations
• Administrative: Adding/updating events to the organizational calendar, sorting and routing of mail, copying, sorting, archiving and filing of records
• Parties and Rentals: Meet with potential clients and schedule rentals and art parties
• Volunteers/Interns: Respond to applications, train for and track projects, funnel to other departments
• Art Center Facilities Oversight: Daily opening and/or closing of the facility; materials and supplies inventory; set up and restore spaces as needed for programs

Marginal functions include:

• Special Events: Assist with the coordination and running of special events for the community
• Website: Add/update programs and information as required
• Retail Sales: Be knowledgeable and assist with the sales of works in current exhibitions
• Marketing Support: Update external event calendars; contribute to social media posts; design flyers and postcards; assist with updating the website calendars

Requirements

• Highly organized and can work independently with strong attention to detail and an ability to juggle multiple priorities.
• An excellent communicator, both in writing and in person.
• Comfortable with Google Suite and quick to learn new systems (CRM or database experience is a plus).
• Flexible and willing to work occasional evenings and weekends as needed.

Other Requirements

• Ability to lift up to 35 lbs.
• Must pass a background check.

Commitment to equity, access, and inclusion.

Salary: $38,000-$40,000/year (depending on experience)

Benefits:

• 15 paid staff holidays
• upfront PTO and sick time
• an Individual Coverage Reimbursement Arrangement (ICRA) for medical expenses