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Office Coordinator | Watershed Center for the Ceramic Arts (Newcastle, ME)

Watershed Center for the Ceramic Arts seeks a part-time Office Coordinator to keep our busy office running smoothly. The ideal candidate will be a friendly, flexible person who is highly organized and enjoys multi-tasking with careful attention to details.

General Admin/Office Management:
• Answer the phone; field inquiries to proper staff
• Manage incoming mail – open, sort and code for Director and Bookkeeper
• Manage/Assist with mailings: labels, stamps, postage, stuffing, etc.
• Maintain office supplies and order as needed
• Arrange for regular office cleaning
• Handle credit card purchases over the phone (as needed)
• General filing of hard copy and electronic documents
• Coordinate with external companies to ensure general smooth operation of the office (IT, telephone and internet, photocopier, etc.)
• Assist with website updates (includes creating new forms as needed) and processing online registrations, ticket sales, etc.
• Provide administrative support for the Executive Director (scheduling, travel, etc.)

Financial and Record Keeping Support:
• Assist Development and Communications staff with record keeping to track donations, registration data and fee payments, and other sales
• Code incoming bills for bookkeeper; assist with entering bills into Quickbooks

Gallery and Retail Support:
• Maintain gallery and retail space, greet visitors, handle purchases; pack and ship ceramics as needed.
• Manage Watershed merchandise in retail space – organize and display merchandise, keep track of inventory, work with other staff to order new merchandise

Artist Residency Program Support:
• Assist Outreach and Communications Director with fall and summer resident data, communications and arrival preparations

Community Outreach and Events:
• Coordinate community events with local partners: Soup Bowl Supper, Art Walks, Maine Craft Weekend, special events with neighboring farms, etc.
• Serve as community education point person. Coordinate and schedule programs; handle logistics for K-12 teacher workshops as needed (track registrations, advance contact with workshop participants, secure materials and supplies, food arrangements, etc.)
• Organize/communicate with artists re: special sales and exhibitions
• Assist with acquiring Salad Days advertisers, food donors, and organizing pottery sale artists
• Associate’s or Bachelor’s degree in relevant area preferred
• Previous experience in an office administration position
• Excellent organizational and time management skills, ability to juggle multiple tasks
• Ability to work independently and as part of a team
• Proficiency with Mac systems, Microsoft Office suite, and Google products; experience working with donor databases, online newsletters and back-end website maintenance desired
• Detail-oriented and committed to accuracy
• Excellent communication skills
• Creative problem solver
• Retail and/or event planning experience a plus

This is a part-time position, with the opportunity for a flexible work schedule. Approximately 24-32 hours/week. Some weekend and evening work required.

Salary commensurate with experience and skill level.

Please send a cover letter and resume by January 15, 2019 to or to Watershed Center for the Ceramic Arts, 19 Brick Hill Road, Newcastle, Maine 04553.