Office Coordinator

About The New Art Center

The New Art Center is a vibrant community art space where everyone has the opportunity to make, exhibit, view, think about, and talk about art. Since 1977, we've served over 2,500 students annually through hundreds of classes and workshops taught by some of the region's most esteemed art educators. We offer an inclusive, multi-generational approach to art education for children, teens, and adults at all skill levels across our welcoming facilities and online platforms.

About the Role

We're seeking a positive, proactive, and motivated Office Coordinator to provide operational support for our art center office, classrooms, and facilities. This is an exciting opportunity to set up systems, streamline operations, and maintain daily office functions in a thriving nonprofit arts environment.

If you're a detail-oriented, high-energy problem-solver who thrives on organization and enjoys creating positive experiences for students, staff, and visitors, this role is for you. You'll be the backbone of our operations, ensuring everything runs smoothly while representing our organization in a professional and student-focused manner.

What You'll Do

Payroll, HR & Contract Administration

• Manage bi-weekly time reporting, reconciliation, and electronic payroll submission for all staff, faculty, and contractors
• Coordinate with education programs on payroll adjustments for canceled classes and substitute teachers
• Track artist contracts, collect paperwork, and process payments
• Lead onboarding for new staff and faculty, including paperwork, background checks, file management, system access, computer setup, and orientation

Financial Operations

• Manage accounts receivable and accounts payable, including problem resolution, payment timing, and vendor account setup
• Track and record transactions to meet budget and audit requirements
• Process bank deposits and manage credit card vendor accounts
• Collaborate with bookkeeper on financial matters

Office & Facilities Management

• Organize and file records, invoices, and documentation in compliance with retention policies
• Submit work orders and schedule repairs for facilities, HVAC, office space, and equipment
• Coordinate with facilities manager and operations team on building maintenance
• Administer telephone system and manage voicemail messages
• Manage supply inventory and ordering (office, janitorial, and general supplies)
• Provide daily phone reception backup
• Oversee vendor relationships including maintenance, waste management, internet, snow removal, and janitorial services
• Track insurance contract renewals and payments
• Maintain staff coverage schedule for building hours, including classes, gallery events, and community rentals

Technology & IT Support

• Serve as point person for Google Suite administration (logins, email accounts, access management)
• Manage IT setup and maintenance of computers, coordinating with IT consultants on licenses, apps, and system functionality
• Assist staff with Art Center Canvas enrollment database and general IT questions
• Maintain regular computer backup protocols and manage equipment upgrades
• Oversee maintenance of alarm systems

Permitting & Compliance

• Apply for city permits including one-day alcohol permits, summer camp permits, and building permits
• Manage health, safety, and entertainment permitting with the City of Newton
• Collaborate with education team to ensure all required camp permits are obtained

Event Support

• Manage birthday party communications and rental contracts
• Coordinate with education team to identify and hire birthday party teachers and event staff
• Provide backup staffing at New Art events
• Obtain Tips Certification and provide service at events as needed

What We're Looking For

Required Qualifications

• 2+ years of customer service experience
• 2+ years working in an office environment or equivalent
• Strong organizational, administrative, and communication skills
• Excellent attention to detail with initiative and follow-through
• Ability to manage budgets and track data
• Proficiency with Google Suite or Microsoft Office (strong spreadsheet and word processing skills required)
• Enthusiastic, flexible, and able to problem-solve in a dynamic environment

Preferred Qualifications

• College degree
• Comfort with Zoom/online tools and CRM/database systems
• Experience in nonprofit or arts organizations

Personal Qualities

• Proactive problem-solver with a positive, can-do attitude
• High-energy and engaging personality
• Detail-oriented with strong organizational skills
• Ability to foster positive office dynamics
• Professional demeanor with student-focused approach

Physical Requirements

This is an on-site position in a historic building without elevator access. The role requires the ability to climb stairs, remain seated for extended periods, operate standard office equipment, and occasionally lift materials up to 20 pounds.

Why Join Us?

You'll be part of a supportive community that takes art and artists seriously. Work alongside passionate educators and staff in a creative, collaborative environment where your marketing efforts directly support accessible arts education for thousands of students across our region.

The New Art Center is committed to fostering an inclusive and diverse workplace.