Administrative Coordinator

We are seeking a highly organized and motivated individual to join our team. The Administrative Coordinator (AC) ensures that FYACS is a welcoming and efficient workplace by acting in certain capacities as the ‘face’ of the organization through front-line communications, management of office facilities and operations, as well as completing various administrative, IT, HR, and financial tasks.

The ideal candidate will possess excellent communication skills, a strong work ethic, and a friendly demeanor. The position requires a high-energy, engaging, proactive problem-solver who will foster positive office dynamics and represent our organization in a professional and community-focused manner.

Reports To: Executive Director
FLSA Status: Non-Exempt
Hours, Attendance, & In-Person/Remote/Hybrid Expectations**

• Hours/week: 25 hours/week.
• Fully in-person at 647 Main St, Melrose MA.
• Typical hours/Shifts: 9:00AM-2:00PM.
  • Tuesday through Saturday mid Sept until mid June
  • Monday through Friday mid June through mid September

**This position as written can go as high as 30 hours/week, extending to 3 pm daily, and has some flexibility in number and days of hours. Someone with experience in teaching/arts facilitation could reach a full time position if desired.

Essential Duties and Responsibilities

Operations and Office Management:

• Manage the front desk, welcome all students, parents, and visitors while fostering a welcoming environment that enhances community engagement.
• Mail, Packages, & Correspondence: Manage incoming/outgoing mail, packages, and deliveries. Monitor main email accounts (info@, admin@) and voicemail, responding to inquiries and directing or escalating calls and emails to appropriate departments as needed.
• Inventory & Supply Management: Oversee technology and office supplies inventory; manage procurement processes to ensure resources are available when needed.
• Ensure the office, kitchen, restroom, teaching art studios, and gallery are clean, inviting, and well-maintained. Manage the building cleaning services.
• Continuously seek ways to improve office operations and processes to enhance the efficiency and experience of all employees

Administrative:

• Organize and maintain physical and digital files.
• Update and maintain Google Calendar with class schedule, and other space use and meetings.
• Manage Creatives-in-Residence program of 37 adult artists renting studio space. Collect and track monthly dues, onboard/offboard artists, outreach/marketing for open studio space, and email correspondence.
• Manage Birthday Parties and Private Rentals/Events. Scheduling, coordinating instructors, drafting agreements, payments, and all communication. 
• Create agendas for bi-monthly staff meetings.
• Design, implement and run a volunteer program.

Programming Support:

• Manage contracted programs through invoicing and scheduling in conjunction with the Program Manager.
• Client-facing registration support: answer questions, process refunds & transfers, manage waitlists.
• Create catalogues for each session of classes. (Appx 5 catalogues/year)
• Assist with program-related tasks, such as preparing materials and offering onsite teaching support for ages two through adults.
• FYACS Evaluation Program – Data Capture & Maintenance: Support Program Director in gathering, recording and monitoring quantitative and qualitative data that will inform the Program Evaluation.

Finance & HR:

• Ensure accurate and timely entry of financial data and maintain organized records for reconciliation and reporting purposes.
• Conduct weekly deposits of cash and checks.
• Assist the Bookkeeper with periodic and ad hoc tasks, including but not limited to coding expenses and credit card charges, preparing interim and ad hoc financial report documents, and facilitating the month-end close process.

• Benefits Administration: Support and act as first-line resource for employee 401(k) benefits.
• Employee Onboarding/Offboarding: Support staff searches, facilitate onboarding and offboarding processes, and ensure new employees have the tools and resources needed to be successful.
• Manage time reporting and electronic submission of payroll for all staff and contractors (20-30).

Marketing 

• Content Creation: Collaborate with Communications and Development Coordinator to create, curate, and post high-quality, on-brand content using Canva (e.g., images, videos, reels, stories) across platforms like Instagram, Facebook, LinkedIn, and Bluesky. 
• Support Comm & Dev Coordinator with photo asset management: manage and edit photo assets for the website and social media platforms.
• Create a weekly digital newsletter via Constant Contact.
• Update website content via WordPress.

Qualifications

Minimum Qualifications:

• Demonstrated proficiency in Proficient in Google Workspace (Gmail, Google Drive, Google Calendar)
• Knowledge of Quickbooks and basic accounting principles.
• Must pass a background check such as a CORI prior to engaging with youth. 

Preferred Qualifications:

• Bachelor’s degree
• Basic HTML, coding, and WordPress/website maintenance experience
• Experience with Canva, Facebook Business Suite, Constant Contact
• Prior administrative or customer service experience preferred
• Experience or interest in the arts
• Experience or interest in working with children and youth

Required Skills & Abilities

• Exceptional ability to multi-task and remain focused in a collaborative office space and high energy studio environment.
• Demonstrated emotional intelligence, humility, cultural competence, feedback skills, and the ability to sustain trusted relationships with a wide array of people. 
• A commitment to support our values of Inclusion, Diversity, Equity and Access.
• Comfort with technology; ability to adapt to new software and systems. 
• Excellent organizational skills, attention to detail, creativity, and resourcefulness. 
• Comfort with ambiguity, juggling multiple competing priorities simultaneously.
• Able to take initiative and ownership of their workflow, set priorities, see tasks/projects through to completion.
• Ability to work independently and as part of a team.
• Excellent communication skills, both in person and via phone/email.
• Ability to maintain confidential information

Pay & Benefits

• Hourly rate: $22-24 per hour
• All Follow Your Art employees over the age of 21 are automatically enrolled in our 401(k) retirement plan at an elective deferral amount of 1%
• All Follow Your Art staff receive a 25% tuition discount on classes/workshops.
• 10 days of paid time off for years 1-2, 15 beginning year 3.
• Federal holidays observed.

Additional benefits: The FYACS team is a small and dynamic group that works together to cultivate a supportive work environment. We support each other as much as possible when sick time/family time is required, and appreciate when staff can back each other up in this way. All salaried staff are guaranteed comp time if an event or circumstance requires them to go over hours in a given week, and salaried staff benefit from some flexible/WFH hours in the last week of the calendar year and the week of July 4th

To apply: Please email Executive Director, Kris Rodolico, at krodolico@fyamelrose.org with “FYACS-Administrative Coordinator” in the subject line and the the following in Google Suite, or PDF format:

• Your resume.
• A brief statement describing your interest in this position, experience, and any relevant skills or qualifications.

Applications received on a rolling basis.