Front Desk and Administrative Associate

JOB TITLE: FRONT DESK AND ADMINISTRATIVE ASSOCIATE
EMPLOYMENT TYPE: FULL-TIME, NON-EXEMPT
SALARY: $18 PER HOUR PLUS BENEFITS
REPORTS TO: DIRECTOR OF OPERATIONS
JOB DESCRIPTION:
Are you passionate about the arts and ready to take on a key role in a dynamic and growing arts environment? The Spruill Center for the Arts is seeking an enthusiastic, proactive, and customer service focused individual to join our team as a Front Desk and Administrative Associate. In this role, you will play a pivotal part in supporting the day-to-day administrative and registration operations of the Spruill Center for the Arts.
As an integral member of the Spruill team, you will be the welcoming face and an active participant in interactions with our students, instructors, and visitors. Going beyond conventional interactions, you will play a central role in shaping the overall Spruill experience for artists, students, and visitors alike. Your hands-on involvement will include guiding students through class information and registration processes, ensuring the smooth operation of educational activities, and offering valuable insights on our exhibits, rentals, and events. Your dedication to fostering a warm and enriching atmosphere at Spruill will be instrumental in enhancing the success and vibrancy of our artistic community.
WHY CHOOSE US:
The Spruill Center for the Arts has been a cornerstone of the metro Atlanta arts community for nearly 50 years. We are dedicated to fostering creativity and social connections through the arts by offering a diverse visual arts program for students of all ages and skill levels and by providing a platform for artists to share their talents through exhibitions, sales, and instructional opportunities.
In early January 2024, our commitment to growth became evident as we expanded our facilities by an additional 8,300 square feet, encompassing classrooms, studios, and event rental spaces. This expansion represents a significant stride in our dedication to providing enhanced opportunities in the arts for our community and beyond.
This is your opportunity to join us in our mission, making a lasting impact on the Atlanta arts scene. By becoming part of our team, you will contribute to the creation of a welcoming and creative environment for the arts. Join us as we continue to be a vibrant force in the arts community, celebrating creativity and fostering a space where artistic expression thrives.
KEY RESPONSIBILITIES:
Reception and Atrium Administration:
• Greet and assist visitors professionally and courteously.
• Maintain a tidy front desk and atrium area.
• Answer and direct phone calls, ensuring accurate information about our classes, exhibits, and programs.
• Handle email correspondence promptly.
• Manage atrium signage and display racks.
• Monitor, inventory, and support the management of the Community Art closet.
• Ensure the coffee area remains clean and orderly, and promptly order and restock supplies as needed.
Registration Support:
• Enter and process registrations, class details, gift certificates, and supply purchases.
• Process payments and file daily work.
• Contact waitlisted students and facilitating enrollment when space is available.
• Input quarterly prerequisites into the registration system.
• Proactively send course reminders, changes, and notifications.
• Print and reprint rosters as necessary.
• Call students promptly for any course changes.
• Efficiently process refunds, verifying transactions through PC Charge.
• Support instructor communication, including contracts, course minimums, and changes.
• Maintain and update student records accurately.
• Ensure compliance with cancellation and registration policies.
• Generate reports on enrollment, membership, and relevant data.
• Update emergency contact information for courses and camps.
• Diligently monitor and promptly follow up on voicemails and emails.
Administrative Assistance:
• Assist with general administrative tasks, data entry, and filing.
• Responsible for assisting with office supply inventory and purchases.
• Update quarterly registration emails.
• Submit community calendar information.
• Create weekly enrollment reports.
• Proof quarterly catalogs and course descriptions.
• Update the volunteer contact list.
• Distribute packages and direct deliveries within the art center.
• Provide flexibility and support for additional tasks as needed.
SKILLS/EXPERIENCE:
• High School diploma; bachelor’s degree preferred.
• Administrative and customer-facing experience.
• Professional and courteous demeanor with excellent customer service skills.
• Strong organizational and multitasking abilities.
• Self-motivated and able to work with minimal supervision.
• Proficient in Microsoft Office and registration software.
• Experience with communication software like Canva and Robly.
• Friendly and welcoming demeanor.
WORK ENVIRONMENT:
The Spruill Center for the Arts operates seven days a week throughout the year. The Front Desk and Administrative Associate primary workdays are Monday through Friday, from 11 a.m. to 7 p.m. Additionally, the Front Desk and Administrative Associate will be required to work one weekend per quarter, specifically on Saturdays and Sundays from 9 AM to 12 PM during the first week of classes. Flexibility in scheduling is required for annual Spruill events or when additional duties are assigned.
The position necessitates physical ability to perform job and direct functions with or without accommodation. This includes the ability to lift up to 25 pounds unaided and 50 pounds or more with assistance, as well as the capacity to sit, stand, and walk for prolonged periods. This position is not eligible for remote work and requires the tasks to be performed in person, onsite.