On-Site Part-Time Office Administrator & Coordinator

Greater Philadelphia Cultural Alliance; Pennsylvania; On-site; USD 23,000 - 32,000; Part time

Job summary

The Museum for Art in Wood is seeking a reliable Part-Time Administrator to support daily office operations on-site. You will handle clerical tasks, coordinate calendars, prepare documents, and assist with basic bookkeeping and expense tracking.

This role requires strong organizational skills, discretion with confidential information, and the ability to work independently across multiple tasks. Proficiency with QuickBooks, Excel, Outlook, CRM platforms, and Microsoft 365 is preferred.

Qualifications

• High school diploma or equivalent required; additional administrative training is a plus.
• Experience in administrative, office support, receptionist, or clerical roles preferred.
• Strong organizational and time management skills; attention to detail.

Responsibilities

• Provide general administrative and clerical support to staff or departments as required.
• Answer and direct phone calls, emails, and general inquiries in a professional and timely manner.
• Maintain calendars, schedule meetings, and assist with appointment coordination.
• Prepare, edit, and organize documents, reports, correspondence, and basic presentations.
• Maintain accurate electronic and paper filing systems.
• Update spreadsheets, databases, contact lists, and internal records.
• Process incoming and outgoing mail, deliveries, and office correspondence.
• Order and monitor office supplies and liaise with vendors when needed.
• Support basic bookkeeping, invoice processing, departmental expense tracking, AR/AP processes, and data entry as assigned.
• Assist with meeting preparation, event coordination, and follow-up tasks.
• Handle confidential information with discretion and professionalism.

Skills

QuickBooks

Excel

Outlook

CRM platforms

Office technology

Organizational skills

Time management

Written communication

Verbal communication

Confidentiality

Education

High school diploma or equivalent

Administrative training

Tools

Microsoft 365

SharePoint

QuickBooks

Excel

Outlook

CRM platforms

Job description

The Museum for Art in Wood is seeking a reliable Part-Time Administrator to support daily office operations on-site. You will handle clerical tasks, coordinate calendars, prepare documents, and assist with basic bookkeeping and expense tracking.

This role requires strong organizational skills, discretion with confidential information, and the ability to work independently across multiple tasks. Proficiency with QuickBooks, Excel, Outlook, CRM platforms, and Microsoft 365 is preferred.