Administrative Assistant

SCOPE OF WORK:  Administrative Assistant shall support the mission of the PVAC Board of Directors and

 

• maintain financial records
• deposits, accounts payable, reports for board meeting, budgeting
• maintain the PVAC website
• add and delete events, members, artists, programs, photos, etc.
• support patronage activities
• Prepare deposits, send receipt to patron, maintain database

 

The position’s scope may expand to support the Board and result in:

 

• better evaluation and tracking techniques for events (surveys)
• deliberate patron development (email communications)
• wider and targeted marketing efforts (social media, press releases)
• more efficient planning and implementation of programs (process and procedures)
• increased donations and engagement with program and event participants

 

POSITION REQUIREMENTS AND EXPERIENCE:

Candidates should hold a high school diploma and possibly higher education credits.  Skills needed to be successful:

Organized, detail oriented, self-motivated, punctual, great communication skills, excellent computer skills, familiar with accounting principles, broad understanding of internet use and search engines, proficient use of graphic design programs, general understanding of not-for-profit corporations.

 

The Administrative Assistant is required to attend all monthly Board of Directors meetings (evenings) and attend most events (usually weekends).  The Administrative Assistant shall work from home, but should live in the Platte Valley area.  A laptop, printer, office supplies, and postage will be supplied by PVAC.

COMPUTER PROGRAMS:

The following platforms/programs will be used: Google Drive, Google Docs and Sheets, Microsoft Office (Word, Excel), Zoom, Quickbooks Desktop version, WebFlow website editor, Canva, Adobe Acrobat, Yahoo.

 

TRAINING: Current Directors professionally educated in specific tasks will train the Assistant.  For areas where knowledge and expertise are limited, PVAC will encourage and arrange on-line learning. Attendance at regional non-profit and arts conferences will be supported with a healthy budget for registration and travel expenses (limited travel required).

 

EVALUATION:

A successful Administrative Assistant might be rewarded with an increase of the monthly contract amount or transition into a full-time position. By focusing on the areas

outlined below, the expanded position will be sustained by the increased income streams.

 

POSITION EXPANSION:

If warranted, the Administrative Assistant position could transition into a Part-time or Full-time Executive Director.  Additional duties may include grant writing, fundraising, event planning, financial planning, marketing, graphic design, program development, patron relationship management, etc.

 

SUPPORT LONG TERM GOALS:

The Administrative Assistant shall support the Board of Directors in their long term goals.

 

GOAL #1 ORGANIZATIONAL SUSTAINABILITY-- PVAC contracts a part-time Administrative Assistant. By taking a stronger leadership role to support the Board of Directors, PVAC will become a more sound and sustainable organization.

 

GOAL #2 FISCAL RESPONSIBILITY--In addition to memberships, several grants are written to balance financial needs. PVAC projects the expenses needed to fulfill those goals, knowing that reserve funds are available if needed. Additional revenue streams are needed to ensure a balanced budget. 

 

GOAL #3 PROMOTING LOCAL ARTISTS—Local artists and instructors are asked to lead workshops and activities. PVAC will continue the “Artist of the Month” cover page and bio on its Facebook Page. The website lists local artists, authors, craftsmen and musicians.

 

GOAL #4 EVALUATION & TRACKING--Tangible results, such as attendance numbers and donations are easily tracked. Surveys will be distributed to participants. Teachers can informally assess students’ new knowledge and experiences. Formal surveys can evaluate the program’s fit into the school current curriculum.

COMPENSATION:

 

The Administrative Assistant is a contracted position (not an employee) with the PVAC Board of DIrectors and can be terminated at any time without cause.  Compensation will be $450 per month and the work is estimated to utilize about 20 hours of time per month.  Time tracking is encouraged to substantiate this estimate.  The Administrative Assistant shall be reviewed for performance after three months and after six months of employment.  Reviews shall be conducted annually thereafter.