Administrative Operations Coordinator

Inspired Minds Art Center is seeking a highly organized dependable and proactive  Administrative Operations Coordinator to serve as the operational heartbeat of our organization.  This is a people-first detail-driven role that blends warm front-office hospitality with behind-the scenes administrative and operational ownership. 

At IMAC we are process-focused creative problem solvers we value how work gets done  not just that it gets done. The right person for this role approaches challenges with curiosity and  brings thoughtful creative solutions to a busy ever-changing environment. 

We are a colorful welcoming and community-minded organization and this role is central to  delivering that experience every single day. You will be the first face visitors see the voice that  answers the phone and the person who ensures that our spaces calendar and operations are  running smoothly and beautifully. 

We value clear and consistent communication and we need someone who embodies that.  This person keeps information organized deadlines met and the team aligned without needing  to be chased or reminded. 

Above all we are looking for someone who is trustworthy and committed someone who takes  ownership of their role follows through with integrity and helps make IMAC a more reliable and  joyful place to work and create. And because we are a growing organization flexibility is  essential: the ability to adapt stay solution-oriented and respond thoughtfully to change while  staying grounded in our mission. 

The Administrative Operations Coordinator owns the day-to-day administrative operational and  studio functions of Inspired Minds Art Center. This includes front desk and reception calendar  and space management for all IMAC programs and rentals studio operations registration data  support volunteer coordination and systems management. 

This person will work morning hours on administrative tasks and be present at the front desk  during public lobby hours from 1:00 PM to 6:00 PM. They will be the go-to person for keeping  IMAC organized responsive and running smoothly across all areas of operations.

RESPONSIBILITIES 

• Front desk reception and visitor services during public lobby hours. 
• Administrative coordination including communications records supply management  and internal logistics. 
• Full ownership of the IMAC public calendar and all space scheduling including classes  parties rentals off-site events and other programming. 
• Registration data entry and enrollment support using Sawyer Wix and Google  Workspace. 
• Studio operations management including organization supply oversight and procedural  documentation. 
• Volunteer coordination including recruitment scheduling training and retention using  VolunteerMark. 
• Systems and process documentation to support consistent and efficient operations. Other duties as assigned by the COO.

This is a full-time salaried position at $36000 per year scheduled for 40 hours per week. Standard hours include lobby coverage from 1:00 PM to 6:00 PM Monday through Friday with earlier hours dedicated to administrative and operational responsibilities.

Qualifications :

QUALIFICATIONS AND REQUIREMENTS 

Required 
Excellent written and verbal communication skills. 
Strong organizational skills and attention to detail. 
Reliable follow-through and consistent ability to meet deadlines. 
Warm professional and welcoming customer service approach. 
Ability to manage multiple responsibilities in a busy dynamic environment. 
Ability to work independently and take initiative without constant oversight. 
Experience managing multiple calendars data entry shared documents and basic office systems. 
Computer experience required (Google Workspace Google Calendar Macintosh  Microsoft Office etc.). 
Willingness to learn Sawyer Registration System Hive Project Management Claude and Gemini AI and VolunteerMark. 
Minimum High School Diploma or equivalent. 

Preferred 
Experience in office administration operations or front desk management. 
Experience coordinating volunteers schedules or community-facing programs. 
Experience in an arts education nonprofit events or small business environment. 
Experience creating or improving operational systems and procedures. 

IDEAL TRAITS 
The right person for this role is: 
Highly dependable and punctual this role opens the building. 
Organized and thorough nothing falls through the cracks. 
Calm under pressure and comfortable managing competing priorities. 
Genuinely warm and welcoming to every person who walks through the door. 
Proactive notices what needs attention before being asked. 
Solutions-oriented and creative when challenges arise.
Motivated by helping a team and a creative community function beautifully. 
 

Additional Information :

OUR CORE VALUES 
All IMAC team members are expected to embody our core values in their daily work: 

Process-Focused Creative Problem Solvers 

• We value how work is done not just the outcome. We approach challenges with curiosity  creativity and thoughtful problem-solving. 

Colorful Welcoming & Community-Minded 

• We intentionally create an environment where people feel seen included and connected  through shared creative experiences. 

Clear & Consistent Communicators 

• We communicate expectations information and decisions openly and reliably to build alignment  and reduce friction. 

Trustworthy & Committed 

• We do what we say we will do. We take ownership of our roles and follow through with integrity. 

Flexible 

• We adapt when needed stay solution-oriented and respond thoughtfully to change while  staying grounded in our mission. 

Remote Work :

No

Employment Type :

Full-time