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Office Administrator
Mike Kelley Foundation for the Arts Highland Park, CA

Office Administrator

Mike Kelley Foundation for the Arts
Highland Park, CA
Expired: over a month ago Applications are no longer accepted.
  • $31 to $34 Hourly
  • Full-Time
Job Description

JOIN MIKE KELLEY FOUNDATION FOR THE ARTS!
The Mike Kelley Foundation for the Arts (MKFA) advances the artist’s spirit of critical thinking, risk taking, and provocation in the arts. Established by Kelley in 2007, the Foundation seeks to further Kelley’s philanthropic work through grants to arts organizations and artists for innovative projects that reflect his multifaceted artistic practice. The Foundation also preserves the artist’s legacy more broadly and advances the understanding of his life and creative achievements through educational initiatives including exhibitions, educational events, publications and the preservation and care of the Foundation’s art collections and archives.

At MKFA, we are a small team that works closely together. No task is too small as we all understand that all responsibilities get us closer to our mission.

POSITION SUMMARY
The Office Administrator reports to the Executive Director and the Director of Operations and provides administrative and operational support to the Foundation and will identify facility needs and improvements, coordinate maintenance and related vendor contracts, provide board support, manage the organization’s calendar and records, plan events and assist with other projects. Because this position is located at the front of the office, they will also greet office guests and manage the phone system. The Office Administrator has an integral role in ensuring office operations run effectively and efficiently.

COMPENSATION AND BENEFITS
The compensation for this position is $31.25 - $34 per hour and benefits include:

  • $800.00 monthly contribution towards the employee’s health insurance premiums.
  • 401(k) retirement plan with 3% match and 3% safe harbor contribution.
  • 2 weeks of paid vacation leave.
  • 2 weeks of paid sick leave.
  • 11 paid holidays.
  • Paid winter break between December 24th through January 1st.

SCHEDULE AND WORK LOCATION
The schedule for this position is typically Monday through Friday, 9:00am to 5:00pm including a 1 hour paid lunch. This position works from our office in Highland Park with occasional visits to our storage facility in Azusa.  

ESSENTIAL POSITION RESPONSIBILITIES
Office Administration

  • Receives all incoming phone calls.
  • Manages incoming and outgoing mail and packages.
  • Monitors the general email account and forwards inquiries to the appropriate person.
  • Implements the Foundation’s records and retention policies.
  • Creates written documentation for key office processes and procedures.
  • Negotiates the purchase of office supplies and office equipment and tracks inventory.
  • Uploads and codes all invoices and receipts to an online billing platform.
  • Assists with planning, preparation, and/or onsite support for meetings and events.
  • Assists the Executive Director with scheduling meetings and travel arrangements.
  • Organizes and implements record management, filing and other administrative tasks.
  • Provides support/collaborates on various projects/tasks.
  • Maintains contact database and mailing lists in FileMaker Pro and MailChimp.
  • Periodically produces electronic announcements, such as staff and stakeholder updates.

Facilities Management

  • Supervises the maintenance of office areas and equipment.
  • Identifies facilities’ needs and identifies solutions and recommendations.
  • Identifies manages vendor relations while working to coordinate proposals and contracts.
  • Coordinates technology needs and evaluates systems to streamline internal operations.
  • Opens and closes office and ensures security systems are in running properly.
  • Trains staff on technology, systems and office equipment.
  • Other responsibilities as assigned.

Board Duties

  • Assist in scheduling and communication of all board and committee meetings.
  • Prepare board packets including collecting information and organizing.
  • Provide administrative assistance during board meetings including taking minutes.
  • Assist Executive Director with scheduling meetings as necessary: create zoom links, make reservations, gather meeting materials.

QUALIFICATIONS

  • Bachelor’s degree in business, management, arts administration, or related field and/or equivalent experience required.
  • 5 years of administrative or office management experience required.
  • Previous experience in a supportive role and a willingness to be helpful and resourceful.
  • Strong problem-solving and time management skills.
  • Effective and professional verbal and written communication skills.
  • High proficiency with Microsoft Office Suite and/or knowledge of Mac based software and hardware systems.
  • Ability to maintain confidential information with discretion.
  • Demonstrated ability to execute tasks with accuracy, consistency, and efficiency.

PREFERRED QUALIFICATIONS
Tech savvy with understanding of databases such as FileMaker Pro and Portfolio; online communications and organizational applications such as Google calendar, MailChimp, Boardable, etc.

COVID VACCINATION REQUIREMENT
Candidate will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment.

HOW TO APPLY
We appreciate your interest! Please submit your resume and a thoughtful cover letter for consideration. We are unable to accept direct inquiries for this position (emails, phone calls, etc.).

The Mike Kelley Foundation for the Arts is passionate about creating an inclusive workplace that promotes and values diversity. Everyone is welcome and our employees are comfortable bringing their authentic selves to work. We believe that diversity drives innovation and allows employees to do their best work.

It is our policy to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

Address

Mike Kelley Foundation for the Arts

7019 N Figueroa St

Highland Park, CA
USA

Industry

Business

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