Category: Opportunities

Description

Fairbanks Arts Association is seeking an Office Administrator (Office Admin) to join our team. The position starts at $20/hr, ranges 35-40 hours per week, and reports to the Executive Director. The Office Admin works some evenings and weekends, depending on events. All scheduling to be approved by Fairbanks Arts’ Executive Director.

The Office Admin plays an important role in supporting efficient office operations by supporting Fairbanks Arts staff, assisting in daily office needs, and coordinating the organization’s general administrative activities. The Office Admin works in cooperation with Fairbanks Arts’ staff and is responsible for administrative tasks around the office including, but not limited to, duties listed below. This position is an opportunity for someone to dive into the Fairbanks Arts community and is ideal for someone who enjoys routine, thinks critically, takes initiative, and values learning and contributing in a fast-paced environment. 

Qualifications

• Excellent interpersonal, written, and verbal communication skills
• Excellent project management, organizational, and time management skills
• High-level efficiency, recall, and attention to detail
• Ability to work under pressure, prioritize multiple work assignments, and meet deadlines with focus
• Ability to be flexible and adaptable in order to contribute to problem-solving activities within a growing, changing organization
• Proficient using Microsoft Office, Google Drive products
• Ability to work with staff members, volunteers, and patrons with a high level of professionalism, diplomacy, and tact
• Must be comfortable working in a team environment and in a collaborative manner
• Experience working with a non-profit organization is preferred
• Must have excellent follow-through and persistence

Primary Duties & Responsibilities

• Plan, organize, and schedule meetings occurring in the office, offsite, and via video conference
• Take meeting notes as necessary
• Maintain office calendars and provide oversight of personnel schedules, identifying and addressing gaps in event and gallery coverage 
• Collect, process, prepare, and ship mail 
• Prepare communications such as emails, reports, and other correspondence
• Copy, scan, collate, and file documents 
• Draft and edit content for various materials and platforms
• Maintain filing systems, both electronic and physical 
• Data entry
• Assist with implementation of new programs, procedures, and systems 
• Monitor office supplies inventory, anticipate needed supplies, restock as necessary 
• Shop for necessary office and program supplies
• Gather data and materials for annual reports, grants, presentations, etc.
• Attend to administrative requests and queries from colleagues
• Support visitors, members, and artists with polite communication, providing information and answering questions and requests
• Ensure operation of equipment by assisting with preventive maintenance requirements, calling for repairs, and maintaining equipment inventories
• Update and maintain office policies and procedures
• Maintain contact lists
• Prepare reports and applications, as directed by the executive director
• Create and update databases and records for financial information, personnel and other data
• Assist in efforts to recruit and engage community volunteers

About Fairbanks Arts Programs

The Office Admin works closely with other staff members and volunteers to advance various aspects of programs. The ability to delegate tasks to volunteers with accuracy and patience is of key importance. Volunteer assistance bolsters community involvement in the organization and is of great help to the Office Admin. The Office Admin should be aware of all the Fairbanks Arts programs listed below. 

Visual Arts Programs

• Monthly exhibits in the Bear Gallery, including juried, traveling, an open entry, and solo/group shows
• Workshops/Artist Talks
• Other opportunities: Fairbanks Arts would like to remain open to visual arts program opportunities that may come along and details will be discussed should they arise

Literary Arts Programs 

• Literary readings in the Bear Gallery
• Annual Statewide Poetry Contest
• Workshops 
• Other opportunities: Fairbanks Arts would like to remain open to literary arts program opportunities that may come along and details will be discussed should they arise

Performing Arts Programs

• TIPS busking program (Totally Impromptu Performance Series) in Pioneer Park
• Other opportunities: Fairbanks Arts often collaborates with groups or facilitates performers passing through

Events

• Summer artist markets in Pioneer Park
• Chena Lakes Recreation Area Art Walk held in July at Chena Lakes in North Pole
• Rummage Sale, a multi-day sale of arts & craft supplies held in August 
• Handmade Holiday Market, a holiday market bazaar held on Small Business Saturday in November
• Other events, as assigned. Fairbanks Arts would like to remain open to event opportunities that may come along and details will be discussed should they arise

Application instructions

Please send a cover letter detailing what you would bring to this role at Fairbanks Arts, a current resume, and contact information for three professional references to info@fairbanksarts.org

No Facebook applications will be considered.About Fairbanks Arts: Fairbanks Arts Association is a dynamic organization that has served Interior Alaska through the arts since 1966 with quality visual, literary, performing and arts education programs. Fairbanks Arts plays a central leadership role in the arts community, providing opportunities and resources for artists and organizations and believes in building a vibrant, healthy community through the arts.

Description

Fairbanks Arts Association is seeking a Bookkeeper to join our team. The position starts at $25 (negotiable, DOE), requires an average of 10 hours per week, and reports to the Executive Director. Benefits not included.

The Bookkeeper is responsible for the preparation and maintenance of financial records and reports and provides support to the Executive Director through bookkeeping, payroll, banking, and reporting. 

Under the direction of the Executive Director, the Bookkeeper maintains all necessary and appropriate records, files, and processes to ensure the smooth and compliant financial operation of the organization, focusing on accuracy and transparency. Hours are flexible but require reliable and punctual attendance. 

Open until filled.

Qualifications

• Excellent interpersonal, written, and verbal communication skills
• Excellent project management, organizational, and time management skills
• High-level efficiency, accuracy, recall, and attention to detail
• Ability to work under pressure, prioritize multiple work assignments, and meet deadlines successfully
• Ability to be flexible and adaptable in order to contribute to problem-solving activities within a growing, changing organization
• Proficient using QuickBooks
• Proficient using Microsoft Office, Google Drive products
• Ability to work with staff members, volunteers, and patrons with a high level of professionalism, diplomacy, and tact
• Must be comfortable working independently and in a team environment
• Must have excellent follow-through and persistence
• Understanding of accounting principles and standards of nonprofit organizations; experience working in a similar position
• Experience working with a non-profit organization is preferred

Primary Duties & Responsibilities

• Manage all aspects of day-to-day bookkeeping and accounting processes, including but not limited to posting transactions, A/P, A/R, payroll, journal entries, and bank reconciliations 
• Issue checks in an accurate and timely manner
• Ensure that all revenue & expenditures are appropriately categorized
• Record donations, grants, contracts, pledges, etc. 
• Process new employee paperwork
• Keep Vendor and Customer contacts updated in QB 
• Process payroll biweekly and artist checks monthly
• Complete all state and federal reporting requirements to maintain organizational compliance
• Prepare for and cooperate with outside CPA to perform an annual financial review 
• Prepare year-end IRS/State filings
• Participate in quarterly spot checks by the Finance Committee
• Prepare monthly financial reports, including standard financial reports and grant-specific financial reports
• Work with the administrative team to ensure proper contracting with all vendors
• Gather financial data and materials for annual reports, grants, donor communications, presentations, etc.
• Maintain highly organized electronic and physical files; invoices, insurance information, membership records, donations (cash & in-kind), consignment, and other financial records
• Prepare reports and applications, as directed by the Executive Director
• Maintain current databases and records for financial information, personnel, and other organizational information.
• Provide support at fundraising events, as needed, to ensure smooth financial processes
• Assist with the updating and maintenance of bookkeeping policies and procedures
• Support Fairbanks Arts vendors, customers, and colleagues with timely and polite communication, providing information and answering questions and requests
• Maintain supply of bookkeeping necessities (e.g. checks for each bank account)
• Other duties as assigned

Application instructions

Please send a cover letter sharing what you would bring to this role at Fairbanks Arts, a current resume, and contact information for three professional references to info@fairbanksarts.org

No Facebook applications will be considered.

About Fairbanks Arts: Fairbanks Arts Association is a dynamic organization that has served Interior Alaska through the arts since 1966 with quality visual, literary, performing, and arts education programs. Fairbanks Arts plays a central leadership role in the arts community, providing opportunities and resources for artists and organizations and believes in building a vibrant, healthy community through the arts.