Mahaiwe Performing Arts Center 

Office Administrator 

Position Overview: The Office Administrator provides direct support to the Senior Leadership team, and general support to the entire staff. Key responsibilities include office support, database maintenance, finance support, acting as secretary to the board, maintaining company files and archives, and other duties as requested. The position requires the ability to manage multiple projects, anticipate the needs of and make effective connections among various stakeholders, create pathways and processes for others to follow, and meet deadlines.

Schedule: Full-time (Mon-Fri), hourly (non-exempt)

Reports to: Director of Finance Administration

PRIMARY RESPONSIBILITIES

Board, Staff, and Archival Support: •

• Arrange for Board meetings, including keeping calendars, arranging location (or scheduling on Zoom), tracking attendance, and providing supplies (such as nametags).
• Assemble and distribute Board meeting reminders, agendas, minutes, and materials, and similarly support Board committees, as needed.
• Maintain Board records, including agendas, minutes, attendance, membership (history and board terms), contact information, etc.
• Update “Board Book” contents on an annual basis.
• Arrange for staff meetings, events, and recognitions.
• Maintain up-to-date digital documents in OneDrive related to staff and board functions, such as contact lists, glossaries, histories, and other organizational information.
• Execute hospitality and stewardship (flowers, signed photos, and other gifts).
• Enter job postings on multiple third-party websites; coordinate applicant responses.
• Maintain archives of printed materials and news.

Office Support: 

• Facilitate interdepartmental communication by:
  • Establishing Outlook accounts for all staff, and trouble-shooting access as needed;
  • Establishing and maintaining Outlook e-mail distribution lists for Staff, Board, and other shared groups, as needed;
  • Creating and maintaining Outlook calendars for Staff, Conference Room, etc.;
  • Organizing and maintaining shared folders and files on OneDrive; and
• Manage staff end-user access to the phone and photocopy systems, including acting as a go-to trouble-shooting resource.
• Liaison with Berkshire Bank staff, office cleaners, and other vendors regarding building maintenance and repairs.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Maintain supplies on a regular inventory schedule and interface with vendors.
• Arrange for staff nametags and business cards.
• Maintain inventory control of office keys (including building keys and filing cabinets).

Finance Support: 

• Make and record daily deposits.
• Process accounts payable: receive invoices, obtain required approvals, enter in QuickBooks, process payments as directed by management. Track regular monthly vendor accounts to ensure that all invoices are received and posted.
• Process accounts receivable: Create customer invoices in QuickBooks, as directed by management.
• Create weekly journal entries to record box office ticket sales and perform ongoing reconciliations.
• Submit ticket sales reports to HD broadcast vendors and film distributors.

Database Support: 

• Use returned mail and gift forms to promptly update addresses (current, seasonal, and primary), informal contact names, and salutations in database.
• Add accounts and contacts, with appropriate coding, for new vendors, contractors, staff, community partners, and others to receive Mahaiwe communications.
• Merge duplicate constituent entries on a regular basis.
• Coordinate with Box Office and Membership personnel, delete outdated membership access on a quarterly basis to ensure that portal maximum use limit is not reached.

General:

• Contribute to a welcoming, respectful, and inclusive working environment.
• Participate actively and authentically in ongoing training and conversations about the role of social equity issues in the organization’s work.

Qualifications/Requirements: 

• High level computer skills, including Microsoft Office (Office365) systems.
• Knowledge of QuickBooks (or similar accounting software), and experience with basic bookkeeping tasks.
• Experience working in CRM/database systems (ideally Salesforce or Patron Manager).
• Ability to manage multiple projects while maintaining a high level of accuracy and timeliness.
• High level ownership of projects, including anticipating the needs of stakeholders and creating clear pathways and processes for others to follow.
• Excellent written and verbal communication.
• High level organizational skills.
• Initiative.
• Integrity, discretion, and confidentiality.
• Dedication to the mission of the organization.
• Readiness to work in an environment that values and includes diverse group identities.

Interested applicants may visit the link: https://mahaiwe.org/about/job-openings/ to apply now or send an email to HR@mahaiwe.org. 

Be part of our mission-driven organization!