Office Administrator

About The Cain Center for the Arts

Cain Center for the Arts is a non-profit organization committed to providing exceptional visual arts, performing arts, and social experiences to the Lake Norman Region.  The project was conceptualized in 2013 when the voters of Cornelius approved a bond package that included $4 Million for downtown economic development and the creation of an arts district.  After years of study, a non-profit organization was founded in 2016 and by summer of 2017 had secured a full board of directors and 2 staff members.  The planning phase continued and in the fall of 2018, the organization began the quiet phase of a $25 Million capital campaign.  As of July 2021, the organization has secured over $20.5 Million of that goal and is currently under construction.  Cain Center for the Arts projects opening the doors of the new Regional center in December of 2022.  More than just a building, Cain Center for the Arts is a true start-up organization built around the values of Inspiration, Community, Entertainment, and Education.  Community Engagement programs started in 2019 and further arts & education programs through an integration with the current Cornelius Arts Center are planned for September of 2021.

Cain Center of the Arts operations and programs will operate out of the Cornelius Arts Center until construction is completed on the new center in late 2022.

Position Description

Cain Center for the Arts is currently seeking an energetic and organized full-time Office Administrator to join a growing team that is working diligently to mold the organization.  This rare opportunity will place the right candidate in the position to take part in a team that is building something from the ground up.  The candidate will lead the comprehensive establishment of the organization’s first physical office space located at the Cornelius Arts Center as well as taking ownership of establishing the inaugural office and administrative offices at the new Cain Center for the Arts.

The Office Administrator is responsible for the administrative and office operations of the Cain Center for the Arts.   This person will perform a wide variety of tasks and administrative duties and will be expected to manage multiple tasks at once, track details thoroughly, successfully execute projects from start to finish, and handle recurring tasks without prompting.  This position reports to the Executive Director and is also expected to work in conjunction, and collaboratively, with other staff and board members as needed.

Essential Duties and Responsibilities:

General

• • Adopt a hands-on role in managing all administrative duties that come with running a fast-paced and growing organization.
  • Handle travel and accommodation arrangements for donor meetings, conferences, and related organizational travel.
  • Support building and organizational operational needs by working at the front desk when required including greeting and assisting visitors; answers and directs phone calls to appropriate staff members; exemplifies proper phone etiquette
  • Develop filing procedures and systems for organizational documents for order, accuracy, efficiency, and productivity
  • Support building maintenance through scheduling and coordinating weekly, monthly, and semi-annual maintenance visits.
  • Assist with administrative aspect of event registration tracking, bulk mailings, other communications
  • Monitors and renews all organizational licenses and permits
  • Manages and Maintains office supplies and equipment
  • Manages incoming and outgoing postal operations
  • Maximize operational efficiency to ensure the organization’s policies,controls, and procedures are in place, being followed, and regularly reviewed.
  • Maintain organization’s personnel files, support annual employee evaluations, monitor timesheet submissions and approvals.
  • Manages office Technologies and equipment including computers, softwares, and others as required

Meetings

• • Provide calendar management; support scheduling, confirmation, logistics, and hospitality for internal and external meetings.
  • Support all administrative aspects of the Board of Directors meetings and board-level committee meetings including drafting and circulating agendas and meeting packets in a timely manner, procedures for appropriate record-keeping, and maintaining archival records.
  • Assists with and eventual responsibility for creating board meeting Powerpoint presentations
  • Manages setup and breakdown of meetings. This includes the arranging of chairs, tables, and material.

Accounting

• • Maintains financial records by recording administrative financial transactions and assisting accounting firm with documentation of transactions.
  • Uploads monthly (and other) bills and vendor invoices to Bill.com and stores records of payments in database.

 

Required Knowledge, Skills and Abilities:

• Bachelors Degree and 3-5 years in a similar role or related experience, in a related organization such as non-profit or the arts preferred.
• Experience in arts or arts administration a plus
• Proficiency in Microsoft Suite, Google Suite, Social Media, Online website management systems
• Proficient in general office environment communication systems and methods
• Comfortability and ability to work in a fast-paced environment and growing company
• Comfortability with the concept that every employee helps with fundraising
• Displays exceptional time-management and organizational skills
• Demonstrates a professional demeanor whether speaking to others in person, over the phone, via email or through letters.
• Works well alone as well as under direct supervision.
• Other duties as assigned

 

Position Details and Compensation

• FTE Position
• Salary Range – $35,000-$45,000 / year
• Regularly scheduled to work Monday-Friday during the core hours of 9am-5pm. Occasional nights and weekend hours are required.
• Group Health Insurance Plan
• PTO Package and recognized Holidays

 

To Apply:

• Send PDF Formats of cover letter, resume, and two letters of reference to Justin Dionne, Executive Director: jdionne@cainarts.org
• Please list Office Administrator in the Subject line
• All application materials must be received no later than August 6, 2021

 

 

Cain Center for the Arts provides equal employment opportunities to qualified persons without regard to sex, race, color, religion, national origin, sexual orientation, disability or perceived disability, age, marital status, gender identity, veteran status, or any other protected category, with regard to all terms and conditions of employment. The Center encourages applications from traditionally underrepresented minority populations. Submitting an application does not constitute a promise or guarantee of employment.