Office Coordinator (Temp)

Jacob’s Pillow; Massachusetts; Híbrido; USD 30 000 - 36 000; Tempo parcial

Vantagens oferecidas por esta oferta de emprego

Three meals a day (summer)

Free access to classes, performances,

studio usage

Resumo da oferta

Jacob’s Pillow seeks a detail-oriented Office Coordinator to serve as the front door for its Becket campus, a 220-acre National Historic Landmark. This temporary role manages front desk operations, mail, and general office administration while supporting multiple departments and seasonal staff.

The position is in-person with hybrid considerations and a strong emphasis on hospitality. From May through August, work is primarily on-site; September through April offers a hybrid schedule with 1–2

Qualificações

• Minimum 1–2 years in administrative/front desk/office coordination
• Excellent verbal and written communication with diverse audiences
• Proficiency in Google Workspace and ability to learn new software

Responsabilidades

• Manage front desk operations and greet visitors
• Handle phone calls and general email inquiries
• Process mail, routing, and scanning checks
• Print and mail philanthropic communications
• Maintain office supplies and organize spaces
• Coordinate campus-wide events and communications
• Support onboarding for seasonal staff
• Assist with onboarding and logistics for campus residents

Conhecimentos

Administrative experience

Front desk

Communication skills

Organizational skills

Google Workspace

Discretion

Independent work

Team collaboration

Driver's license

Ferramentas

Gmail

Google Calendar

Google Docs

Google Sheets

Descrição da oferta de emprego

# Office Coordinator (Temp)Becket, MA 01223## OverviewSalary Range$22.00 - $26.00 HourlyPosition TypeSeasonal## DescriptionTITLE: Office CoordinatorSTATUS: Temporary (approximately 3–6 months) with potential for extensionLOCATION: In-Person/Hybrid (Becket, MA)SCHEDULE: In-Person (May–August). Hybrid, 1–2 days per week remote (September through April)REPORTS TO: Office Administrator & Alumni Relations CoordinatorDEPARTMENT: People & CultureWORKS WITH: All staff, Visitors, Interns, Alumni, VendorsCOMPENSATION: $22–$26/hrSUMMER ONLY: Three meals a day, free access to classes, performances, talks, and studio usage.POSITION OVERVIEWJacob’s Pillow seeks a detail-oriented, people-centered Office Coordinator to serve as the organizational front door—managing front desk operations, mail and phone communications, and general office administration. This position provides critical cross-departmental administrative support and serves as a key resource for seasonal and residential staff living on the Pillow’s campus.Reporting to the Office Administrator & Alumni Coordinator, this role is the first point of contact for the general public via phone and email, and ensures smooth day-to-day office operations across a 220-acre National Historic Landmark campus. During peak periods—including the annual summer Festival, Winter Intensives, and other year-round programming—the Coordinator provides logistical support for recruitment and hiring processes and helps ensure that seasonal campus residents have a welcoming and well-supported experience.The ideal candidate thrives in a dynamic, multi-departmental environment, communicates with warmth and professionalism, and understands that administrative excellence is the backbone of a mission-driven organization.RESPONSIBILITIESFront Office & General Administration* Manage front desk operations including greeting visitors, answering and directing phone calls, and handling general email inquiries from the public.* Process and distribute incoming and outgoing mail including routing departmental correspondence and scanning and emailing checks for Philanthropy and Finance.* Printing and mailing correspondence for Philanthropy.* Manage incoming packages and notify recipients of deliveries.* Prepare and ship packages as needed for all departments.* Maintain office supply inventory; research, order, and organize supplies as needed.* Ensure common office areas, front desk, and reception spaces are organized, welcoming, and well-stocked.* Maintain and update organizational contact lists, directories, and general information resources.* Support filing, data entry, document preparation, and other administrative tasks as assigned.* Fulfill web store orders including pulling of inventory, packaging, and shipping.Cross-Departmental Support* Provide administrative support across departments as needs arise, including document distribution, scheduling assistance, and coordination of shared resources.* Route incoming inquiries, correspondence, and deliveries to the appropriate department or staff member.* Assist with coordination of campus-wide communications, announcements, and logistics for organizational events.* Support the People & Culture team with general operational tasks during high-volume periods.* Support logistics for alumni events, including Alumni Day and other engagement opportunities.Seasonal & Residential Staff Support* Serve as a key point of contact for seasonal and residential staff living on campus during the summer Festival, Winter Intensives, and other programming periods.* Support onboarding logistics for seasonal staff including campus orientation, housing information, and resource navigation.* Help coordinate practical needs for campus residents, including dining information, transportation resources, mail distribution, and local area guidance.* Monitor and communicate campus-specific information relevant to residential staff (schedules, policies, emergency procedures).* Escalate concerns related to housing, safety, or wellbeing to the appropriate supervisor or department.General* Take notes, or assist with note-taking as needed, at organization-wide meetings including bi-weekly All-Staff.* Complete Adult/Child CPR, First Aid, Cultural Competency, and required safety training.* Assist and support other departments as needed, contributing to a collaborative campus environment.## QualificationsQUALIFICATIONSRequired* Minimum 1–2 years of administrative, front desk, or office coordination experience, preferably in a nonprofit, arts, or campus-based environment.* Excellent verbal and written communication skills with the ability to interact professionally with diverse audiences including the general public, artists, donors, and staff at all levels.* Strong organizational skills with the ability to manage multiple priorities and shift between tasks in a fast-paced environment.* Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets) and comfort learning new software platforms.* High level of discretion and professionalism when handling confidential information.* Ability to work independently and as part of a team with a proactive, solutions-oriented approach.* Valid driver’s license and reliable transportation; Becket is a rural campus with limited public transit.Preferred* Experience in a performing arts, cultural, or educational institution.* Bilingual or multilingual skills are a plus.* Interest in or connection to the arts, particularly dance.PHYSICAL DEMANDS & WORK ENVIRONMENT* Must be able to sit for extended periods at a front desk and use standard office equipment.* Ability to move across a 220-acre campus, including uneven terrain and outdoor pathways.* May require lifting up to 25 lbs (office supplies, mail bins, event materials).* Work environment includes both indoor office and outdoor campus settings; summer months involve increased activity, foot traffic, and pace.* Occasional evening or weekend work may be required during Festival and programming periods.Not sure you meet 100% of the qualifications? Research shows that men apply for jobs when they fulfill an average of 60% of the criteria, but women tend to apply only if they meet 100% of them. Yet, people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. So, whether you're returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar. APPLICATION PROCESSVideo and/or audio applications are welcome (though not required), in addition to written expressions of interest.Interview Stages: Candidates can expect to engage in up to three rounds of interviews, the final interview taking place on campus. Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.Accessibility Accommodations: Should you require any accommodations to facilitate your application, please don’t hesitate to reach out to us at [e-mail]. We are committed to providing support throughout the application journey, whether that’s through email, a phone conversation, or a video call.