Office Coordinator (Temp)
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Job Location:
Becket, MA - USA
Monthly Salary:
USD 22 - 26
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
Description
Qualifications
TITLE: Office Coordinator
STATUS: Temporary (approximately 36 months) with potential for extension
LOCATION: In-Person/Hybrid (Becket MA)
SCHEDULE: In-Person (MayAugust). Hybrid 12 days per week remote (September through April)
REPORTS TO: Office Administrator & Alumni Relations Coordinator
DEPARTMENT: People & Culture
WORKS WITH: All staff Visitors Interns Alumni Vendors
COMPENSATION: $22$26/hr
SUMMER ONLY: Three meals a day free access to classes performances talks and studio usage.
POSITION OVERVIEW
Jacobs Pillow seeks a detail-oriented people-centered Office Coordinator to serve as the organizational front doormanaging front desk operations mail and phone communications and general office administration. This position provides critical cross-departmental administrative support and serves as a key resource for seasonal and residential staff living on the Pillows campus.
Reporting to the Office Administrator & Alumni Coordinator this role is the first point of contact for the general public via phone and email and ensures smooth day-to-day office operations across a 220-acre National Historic Landmark campus. During peak periodsincluding the annual summer Festival Winter Intensives and other year-round programmingthe Coordinator provides logistical support for recruitment and hiring processes and helps ensure that seasonal campus residents have a welcoming and well-supported experience.
The ideal candidate thrives in a dynamic multi-departmental environment communicates with warmth and professionalism and understands that administrative excellence is the backbone of a mission-driven organization.
RESPONSIBILITIES
Front Office & General Administration
- Manage front desk operations including greeting visitors answering and directing phone calls and handling general email inquiries from the public.
- Process and distribute incoming and outgoing mail including routing departmental correspondence and scanning and emailing checks for Philanthropy and Finance.
- Printing and mailing correspondence for Philanthropy.
- Manage incoming packages and notify recipients of deliveries.
- Prepare and ship packages as needed for all departments.
- Maintain office supply inventory; research order and organize supplies as needed.
- Ensure common office areas front desk and reception spaces are organized welcoming and well-stocked.
- Maintain and update organizational contact lists directories and general information resources.
- Support filing data entry document preparation and other administrative tasks as assigned.
- Fulfill web store orders including pulling of inventory packaging and shipping.
Cross-Departmental Support
- Provide administrative support across departments as needs arise including document distribution scheduling assistance and coordination of shared resources.
- Route incoming inquiries correspondence and deliveries to the appropriate department or staff member.
- Assist with coordination of campus-wide communications announcements and logistics for organizational events.
- Support the People & Culture team with general operational tasks during high-volume periods.
- Support logistics for alumni events including Alumni Day and other engagement opportunities.
Seasonal & Residential Staff Support
- Serve as a key point of contact for seasonal and residential staff living on campus during the summer Festival Winter Intensives and other programming periods.
- Support onboarding logistics for seasonal staff including campus orientation housing information and resource navigation.
- Help coordinate practical needs for campus residents including dining information transportation resources mail distribution and local area guidance.
- Monitor and communicate campus-specific information relevant to residential staff (schedules policies emergency procedures).
- Escalate concerns related to housing safety or wellbeing to the appropriate supervisor or department.
General
- Take notes or assist with note-taking as needed at organization-wide meetings including bi-weekly All-Staff.
- Complete Adult/Child CPR First Aid Cultural Competency and required safety training.
- Assist and support other departments as needed contributing to a collaborative campus environment.
Qualifications
QUALIFICATIONS
- Minimum 12 years of administrative front desk or office coordination experience preferably in a nonprofit arts or campus-based environment.
- Excellent verbal and written communication skills with the ability to interact professionally with diverse audiences including the general public artists donors and staff at all levels.
- Strong organizational skills with the ability to manage multiple priorities and shift between tasks in a fast-paced environment.
- Proficiency in Google Workspace (Gmail Calendar Docs Sheets) and comfort learning new software platforms.
- High level of discretion and professionalism when handling confidential information.
- Ability to work independently and as part of a team with a proactive solutions-oriented approach.
- Valid drivers license and reliable transportation; Becket is a rural campus with limited public transit.
Preferred
- Experience in a performing arts cultural or educational institution.
- Bilingual or multilingual skills are a plus.
- Interest in or connection to the arts particularly dance.
PHYSICAL DEMANDS & WORK ENVIRONMENT
- Must be able to sit for extended periods at a front desk and use standard office equipment.
- Ability to move across a 220-acre campus including uneven terrain and outdoor pathways.
- May require lifting up to 25 lbs (office supplies mail bins event materials).
- Work environment includes both indoor office and outdoor campus settings; summer months involve increased activity foot traffic and pace.
- Occasional evening or weekend work may be required during Festival and programming periods.
Not sure you meet 100% of the qualifications Research shows that men apply for jobs when they fulfill an average of 60% of the criteria but women tend to apply only if they meet 100% of them. Yet people who are systematically marginalized tend only to apply if they meet every requirement. We encourage you to apply if you believe you could excel in this role. Please use your cover letter to tell us about what you hope to bring to this role. We are dedicated to considering a broad array of candidates including those with diverse workplace experiences and backgrounds. So whether youre returning to work after a gap in employment simply looking to transition or taking the next step in your career path we will be glad to have you on our radar.
APPLICATION PROCESS
Video and/or audio applications are welcome (though not required) in addition to written expressions of interest.
Interview Stages: Candidates can expect to engage in up to three rounds of interviews the final interview taking place on campus.
Additional Documents: We may ask for a writing sample or a sample spreadsheet to better understand your expertise and fit for the role.
Accessibility Accommodations: Should you require any accommodations to facilitate your application please dont hesitate to reach out to us at We are committed to providing support throughout the application journey whether thats through email a phone conversation or a video call.
Required Experience:
IC
