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Part-Time Administrative Assistant

Tri Arts Project (TAP) | Castle Rock, CO

Hybrid

*REO Consulting is the recruitment partner of the hiring organization.

Pay: $24-$27/hourly depending on experience

Schedule: Monday – Friday | Approximately 20 hours per week on average over a 12-month period. Weekly hours may vary based on the organization’s needs, with some weeks requiring more or fewer than 20 hours.

ABOUT TRI ARTS PROJECT

Tri Arts Project (TAP) is a nonprofit organization dedicated to bringing meaningful arts experiences to the community through arts education, creative engagement, and collaboration with local artists and instructors. TAP offers classes, workshops, and community-based arts programming designed to make the arts accessible and welcoming to learners of all backgrounds and experience levels.

POSITION SUMMARY

Tri Arts Project seeks a dependable, organized, and community-oriented Part-Time Administrative Assistant to support the daily coordination and communication needs of TAP’s arts education programs. This role is essential to maintaining responsive communication with artist-instructors, class participants, and community partners while supporting the smooth operation of TAP’s class scheduling and administrative processes to be a part of helping our organization grow.

The ideal candidate is detail-oriented, community-minded, and enthusiastic about supporting arts education and creative engagement within the community. They excel at working independently, and are able to maintain consistent daily communication and follow-through. Because TAP programming involves ongoing coordination with instructors, students, and the Town of Castle Rock, this role requires regular weekday availability and timely response to email communications.

WORK SCHEDULE EXPECTATIONS

This is a part-time, hourly employee position averaging approximately 20 hours per week.

●        Maintain regular weekday availability, with work time averaging approximately 4 hours per day over the course of each week.

●        Daily workload may vary; some days may require less time, while others may require additional hours depending on program needs, scheduling demands, and email volume.

●        Review and respond to TAP-related emails each weekday morning, preferably before 12:00 p.m.

●        Complete administrative, scheduling, and program coordination responsibilities throughout the day as needed.

●        Some flexibility in scheduling is available; however, consistent weekday availability, timely communication, and reliable follow-through are essential to the successful performance of this role.

ESSENTIAL DUTIES & RESPONSIBILITIES

Program Scheduling & Coordination         

●        Create and maintain accurate worksheets at the start of each term for enrollment tracking and class referrals to support each six-month programming cycle (January–June, and July–December).  Revise these worksheets as new classes are added or modified after the start of the term.

●        Communicate regularly with artist-instructors and class registrants regarding class dates, times, scheduling needs, and program logistics.

●        Communicate with the Town of Castle Rock to expedite registrants’ class cancellations, transfers, and refunds.

●        Coordinate classroom scheduling and availability with the Town of Castle Rock for each new semester schedule, or in the event of a needed change to a class.

●        Assist Education Director semi-annually with the curriculum collection, review, and coordination of approximately 150 new class offerings. (Generally, over the course of March - May for Fall term, and September - November for Spring term.)

●        General proofing of various class marketing materials as assigned.

●        Notify Web Developer on any needed changes or inconsistencies with regards to instructor profiles (bio and photos) and class offering details relevant to the TAP website.

Class Communications

●        Request and process Registration Lists (from the Town of Castle Rock) on the morning following the close of class registration.

●        Send class confirmations (or cancellation) to instructors and registrants on the morning following the close of class registration.

●        Communicate and follow up with urgent class updates (e.g. inclement weather, instructor illness) in a timely and professional manner.

●        Respond to general participant and instructor inquiries via email.

●        Maintain privacy of contact information for all registrants and instructors.

●        Distribute post-class feedback surveys to participants.

General TAP Communications Support

●        Reply to messages and phone calls, or forward communications to the appropriate party that are received via the organization’s general contact email or phone number in a timely and professional manner (e.g. volunteer inquiries, class recommendations, teaching inquiries).

Administrative Support

●        Serve as administrative liaison to the TAP Board of Directors, preparing and distributing reports, supporting board communications, and coordinating follow-up on action items as requested.

●        Maintain organized Google Workspace applications (Sheets/Excel, Docs/Word) related to classes, scheduling, and participant feedback surveys.

●        Assist with additional administrative tasks that support TAP’s work (e.g. tasks requested from the TAP’s President, or TAP’s Community Outreach Director)

REQUIRED QUALIFICATIONS & SKILLS

●        3-5+ years of administrative support experience.

●        Proficiency in Microsoft Excel (Google Sheets) and Microsoft Word (Google Docs).

●        Experience using Google Drive and Gmail for accessing files and record keeping.

●        Strong written communication and organizational skills.

●        Ability to manage multiple tasks and timelines with attention to detail.

●        Dependable and responsive with consistent follow-through.

●        Ability to work independently in a part-time remote or hybrid environment.

●        Professional communication and strong interpersonal skills.

PREFERRED QUALIFICATIONS

●        Experience working in a nonprofit, educational, arts, or community-based organization.

●        Familiarity with survey platforms or registration systems.

●        Experience coordinating schedules, calendars, or events.

Primary responsibilities will vary week to week, with higher workload during semiannual semester class scheduling. Priorities generally being customer service, class communications and data tracking, with additional duties as assigned.