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Administrative Coordinator
Remote with occasional travel in-person meetings throughout NJ, NJ
New Jersey Theatre Alliance
Part Time
Posted September 12, 2023
This is a part-time, remote administrative support position responsible for bookkeeping support, and the upkeep of data, correspondence, and files that make it possible for the organization to fulfill our organizational goals. While New Jersey Theatre Alliance is primarily a remote work environment, the person in this position may attend 1-2 in-person meetings a month at various locations throughout the state. Access to a car is strongly preferred. Comfort with digital filing, basic bookkeeping, email communication, and video conferencing are essential, along with proficiency with Microsoft Office tools, Gmail, and Google calendars. Experience with Salesforce (or a similar database system$ and Quickbooks is strongly desired.
10-15 Hours/Week; $20/Hour.
10-15 Hours/Week; $20/Hour.
Duties and Responsibilities
Maintain Salesforce database of contact and donation information.Maintain digital files of donations and other records. Update, send, and file acknowledgment letters to donors
Process mailings for event invitations, annual fund campaign letters, holiday cards, and other direct mail projects as needed.
Support Executive Director with light bookkeeping (experience with Quickbooks strongly desired), reconciliation of Credit Card purchases, online donations, and travel reimbursements.
Support Manager of Programs and Services with administrative elements of programs such as NJ Arts and Culture Administrators of Color Network, Career Accelerator Program, and Combined Auditions.
Confirm event registrations for access and member roundtables or other trainings by sharing meeting details (Zoom link, agenda, etc.) with participants via email.
Book space for in-person gatherings as needed. Coordinate printed materials for in-person meetings as required (agendas, handouts, ballots, name tags, sign-in sheets, table tents, etc.). Arrange hospitality/catering for in-person gatherings. Arrange travel/hospitality for guest speakers/facilitators as needed.
Support and attend annual events such as Curtain Call event, Creating Change Conference, and CAN awards by coordinating invitations, tracking RSVPs, creating seating cards/name tags, processing donations, overseeing registration, and other administrative support.
Order and coordinate distribution of office supplies.
Requirements
Strong written and verbal communication skills.Self-directed work style with excellent time management and organization skills.
Ability to create, improve, and implement workflow systems including record keeping, correspondence, information tracking, and calendar maintenance.
Interest in and commitment to our mission of serving professional theatres
Interest in and commitment to our work of making the arts and culture field more accessible, anti-racist, and equitable.
Proficiency with Excel, Word, Gmail, Google Calendars, Doodle, and Zoom
Familiarity with Survey Monkey (or similar platform) and Salesforce or other CRM/Database systems.
Proficiency/experience with Salesforce and/or Quickbooks is a strong plus.
Additional Information:
New Jersey Theatre Alliance operates remotely with a seven-member team. The person in this position will work remotely with some travel for occasional in-person meetings and events. Mileage is reimbursed; a percentage of cell phone and home internet will be reimbursed for work at home; a computer and printer will be provided if needed.
All New Jersey Theatre Alliance Staff Members are expected to advance the work of Equity and Access at the organization by:
Demonstrating commitment to advancing their own knowledge and expertise in areas of Access and Equity
Demonstrating commitment to advancing Equity and Access in the arts for all including individuals whose identity markers do not intersect with that staff member’s
Engaging in learning opportunities offered by the Alliance such as Cultural Access and Creating Change roundtables
Sharing resources, learning, and ideas related to Equity and Access with colleagues
Supporting and engaging with annual events such as Cultural Access Awards and Creating Change Symposium
At New Jersey Theatre Alliance, equity and access are core values. We continue to build a more inclusive culture that encourages, supports, and celebrates the diverse voices of our staff and membership. Diversity of experience fuels our creativity and connects us closer to our members and the audiences we serve. The Alliance supports equal employment opportunity in hiring, development, and advancement for all qualified persons without regard to race, religion, age, sex, national origin, ancestry, physical or mental disability, veteran status, sexual orientation, gender identity, marital status, or any other status protected by law. https://njtheatrealliance.org/www.njtheatrealliance.org/statement-of-commitment
How To Apply
To apply for this position, please send a cover letter, resume, and contact information for three references to Erica Nagel, Deputy Director at enagel@njtheatrealliance.org by October 1 2023. Subject Line: Administrative Coordinator. No phone calls, please.
Deadline: Oct 01, 2023
Email: enagel@njtheatrealliance.org
