Status:
Open
The Administrative Coordinator reports to the General Manager.
Start Date: Upon Hire
About Us:
Sundog Theatre, founded in 2002, is a Staten Island-based not-for-profit performing arts organization with an excellent reputation for offering original and contemporary theatre; delivering 100+ arts-in-education programs in over 50 schools; touring theatrical productions for young people; and providing acting classes for children. We are all team players with the mission to create positive change through the power of live performance and the arts. www.SundogTheatre.org
Job Responsibilities:
The Administrative Coordinator position is a dynamic hybrid role requiring strong organizational skills, attention to detail, and customer service. The ideal candidate will be adaptable, proactive, and comfortable balancing administrative and programmatic tasks in a collaborative environment.
Primary Responsibilities:
- Provide administrative support to the Executive Director and core team.
- General administrative functions such as reception, answering phones, making copies, scanning documents, maintaining office technology (i.e., printers and fax machines), ordering and tracking of supplies.
- Ensure reception area is neat and organized.
- Responsible for updates to answering machine recordings as well as retrieving and responding to or routing messages in a timely and accurate manner. This includes inquiries received from our website or email address.
- Manage calendars, including meeting coordination, resolving conflicts and changing schedules, and preparing for meetings by ensuring all materials and logistics (catering, visitor registration, AV support, etc.) are in place in advance.
- Organize and update folders on Google drives.
- Research and book performance/audition spaces.
- Take meeting minutes and distribute in a timely way, complete with action items and deliverable dates.
- Handle daily interactions with clients, political constituents, artists, and vendors.
- Maintain all contact and mailing list spreadsheets and Constant Contact, ensuring information is accurate and up to date.
- Create content for update to our website and all social media platforms. This includes the creation of event flyers, post cards, creating & editing short videos, show programs, and similar tasks.
- Prepare and distribute marketing materials via email and physical mail.
- Set up and maintain our ticket purchasing platform. (i.e., Zeffy, OTS)
- Coordinate acting class registrations and scheduling, our annual fundraiser, and other office events.
- Track costumes and supplies given teaching artists via Airtable. Ensure prompt return at the end of a program.
- Assist with theatrical and touring production administration.
- Update Standard Operating Procedures (SOPs) as needed.
- Some evening/weekend hours
- Other administrative duties as necessary (this position wears many hats at various time)
Job Requirements and Qualifications:
In addition to day-to-day responsibilities, the Administrative Coordinator will provide administrative support to all members of the team. This role requires a proactive, detail-oriented individual who takes initiative, thrives in a sometimes fast-paced environment, and is eager to contribute to the success of the team.
Experience & Skills Qualifications:
- Familiarity with Staten Island.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Publisher), Google Suite, Constant Contact, Airtable, Graphics programs such as Adobe Photoshop or Canva, and all social media platforms. Knowledge of WordPress is desired.
- Strong written, proofreading, and verbal communication skills. Provide work that is clear. accurate and grammatically correct.
- Professional demeanor and strict discretion when handling sensitive or confidential information.
- Robust time management skills and the ability to prioritize tasks efficiently, managing multiple priorities effectively.
- Stellar organizational and interpersonal skills, along with a can-do attitude.
- Excellent self-management skills. Able to take direction and apply constructive feedback.
- Possess strong analytical and problem-solving competencies.
- Required to move about inside the office to access file cabinets, must be able to climb stairs, ability to remain in a stationary position (i.e., at desk) at least 70% of the time, and the ability to lift up to 20 pounds, if necessary.
- Light local travel, if necessary
Education Requirements:
Education/Selection criteria: Associate’s degree or its educational equivalent and at least 2 years of work experience in an area related to the duties described above.
OR: A high school diploma and at least 3 years of experience in work in an area related to the duties described above.
Compensation:
Salary range: $40,000 – $43,000. Medical insurance and paid holidays/vacation.
Advancement opportunities available.
Submission Instructions:
- Staten Island applicants are strongly encouraged to apply.
- Send resume, cover letter, 3 professional work references, to jobs@sundogtheatre.org
- No calls please. Qualified applicants will be contacted. We are an equal opportunity employer.
Email Address:
jobs@sundogtheatre.org
