Office Manager

Ketchikanchamber; Ketchikan (AK); On-site; USD 25,000 - 45,000; Part time

Job summary

Join a vibrant arts organization as an Office Manager, where you will play a key role in overseeing administrative functions and supporting the Ketchikan Theatre Ballet. This position offers a unique opportunity to work closely with the Artistic Director and Board of Directors, managing budgets, coordinating volunteers, and facilitating fundraising efforts. Your strong organizational and communication skills will be essential as you help maintain the integrity of the ballet's operations. If you are passionate about the arts and enjoy working in a dynamic environment, this role is perfect for you, allowing you to make a significant impact on the community's cultural landscape.

Qualifications

• Minimum of a high school diploma; experience may substitute for education.
• Strong oral and written communication skills required.

Responsibilities

• Supervise clerical and administrative duties for Ketchikan Theatre Ballet.
• Coordinate fundraising and manage office supplies and equipment.

Skills

Microsoft Word

Microsoft Publisher

Microsoft Excel

Google Suite

Oral communication

Written communication

Organizational skills

Conflict resolution

Volunteer coordination

Grant writing

Fundraising

Education

High school diploma

Tools

Office equipment

Job description

Ketchikan Theatre Ballet – Office Manager

To Apply, please send resume, cover letter, and references to the Ketchikan Theatre Ballet Board of Directors at [e-mail].

Summary of Duties: Supervises, directs, and coordinates the clerical and administrative duties involved in running Ketchikan Theatre Ballet. This is a non-exempt position and is therefore eligible for overtime compensation.

Supervision: Reports directly to the Artistic Director.

Specific Duties:

1. Consult with the Artistic Director and the Board of Directors in the development and administration of Ketchikan Theatre Ballet’s operating budget.
2. Work with the accountants who are responsible for management of the finances and financial records, including the gaming permit and tax preparation, of Ketchikan Theatre Ballet.
3. Work with accountants and assistant director to administer and coordinate employee records, including, but not limited to, personnel files, W-4 forms, I-9 forms, salary administration, Personal Leave, and the Personnel Policies and Guidelines Handbook.
4. Provide administrative support for all Ketchikan Theatre Ballet Company and School activities.
5. Design and implement all advertising, supervise student registration, coordinate volunteers, write and distribute studio newsletter, update and post the Student and Personnel Handbooks.
6. Coordinate fundraising, including, but not limited to, soliciting prizes and creating raffle tickets for fundraisers, creating and sending fundraising letters, updating donor lists in performance programs and appropriate advertising, and sending thank you letters to donors.
7. Distribute studio newsletter, raffle ticket information, and coordinate raffle ticket distribution.
8. Maintain volunteer list for all performances, including confirming volunteer jobs and coordinating volunteers during performances.
9. Manage all supplies. Ensure that there are enough supplies (cups, paper towels, floor tape, paper, tights, etc.) on hand and re-order when necessary.
10. Oversee the use and integrity of all office equipment.
11. Help students between classes and maintain studio lobby cleanliness.
12. Perform general janitorial duties as needed.
13. Assist Artistic Director with all studio correspondence and check the post office box.
14. Attend and take notes at all staff meetings, and attend all Board of Directors meetings.
15. Perform other duties as assigned by the Artistic Director and the Board of Directors.

Job Conditions: Approximately 15-20 hours a week. Extended hours and/or additional working days will be required during registration, performance preparation, rehearsals, and performances at the KTB studio and/or the performance site, as specified by the Artistic Director. This is a non-exempt position and eligible for overtime pay under the Fair Labor Standards Act.

Education: Minimum of a high school diploma. Experience in lieu of education may be considered.

Experience/Skills:

1. Microsoft Word, Publisher and Excel and Google Suite of tools
2. Strong oral and written communication skills
3. Strong organizational and follow-through skills
4. Skills in mediating and resolving conflict situations
5. Ability to work independently and meet deadlines
6. Ability to work with a wide variety of people, including children ages 3-18
7. Volunteer coordination experience
8. Grant writing experience
9. Fundraising experience

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by the Artistic Director.