JOB TITLE:
THE EMERSON CENTER FOR THE ARTS AND CULTURE, INC.
JOB DESCRIPTION Revised 12/14/15
ADMINISTRATIVE ASSISTANT
Summary: The Administrative Assistant advances the mission of the Emerson Center for the Arts and Culture,
Inc. (“Emerson”) by completing general office duties, file management, thoughtful visitor/vendor relations, and assisting the Executive Director with their office organization.
Key responsibilities are listed below but are not limited to:
Key Responsibilities: General Office
• General office work and staff support including making copies, filing, scanning, answering phone
(includes keeping all outgoing messages current), data entry, collecting and sorting mail, sending faxes, light cleaning and running errands
• Assists with various aspects of administrative management, directory maintenance, supply inventory, storage and purchasing
• Assists with Board Meeting preparation
• Coordinates between departments in resolving day-to-day administrative issues
• Schedules and coordinates meetings, events and work study/volunteer schedules
• Updates website information (events, contact information, tenant directories, etc)
• Arranges for all office equipment repair and maintenance
• Responsible for volunteer applications, timesheets, background checks, and data management
• Greets visitors in front office, fields questions and responds to a variety of inquiries
• Assists with Emerson bulk mailings, email contacts, and e-newsletters
• Contributes to team effort by accomplishing related results as needed
• Communicates effectively with Emerson staff, teachers, committees, artists and visitors
Key Responsibility: Executive Director Administrative Assistance
• Assists the Executive Director with office administrative tasks (filing, correspondence, meeting preparation, etc.)
• Meets weekly with Executive Director to review upcoming appointments and responsibilities
Key Responsibility: File Management
• Prepares business correspondence
• Manages Files (electronic and hard copy)
• Establish an internal file storage system (paper and electronic)
• Prepares meeting minutes, meeting notes and internal support materials
• Assists with updating database (including but not limited to class registrations, members, donors, sponsors, and mailing lists)
Key Responsibility: Emerson Events

• Provides support for specific Emerson related events (Lunch on the Lawn, Celebration of the Arts,
Halloween Open House, Christmas Bazaar, Soup n’ Bowl, Bingo, Christmas Stroll, Art Walks, etc)
RELATIONSHIPS:
ADMINISTRATIVE ASSISTANT REPORTS TO: Executive Director
ADMINISTRATIVE ASSISTANT REPORTS TO: Executive Director for compensation & evaluation
PROMOTION: No formal line of promotion to or from this position
PHYSICAL ENVIRONMENT:
Work is primarily performed indoors using Emerson’s Main Office. Must have ability to freely access all areas of the building and grounds. Occasionally an Emerson event or errands take the Administrative
Assistant “off campus.” Applicant must be able to lift 40 lbs and reach above shoulder height (necessary to assist with event setup/strike). The Administrative Assistant must have highly developed interpersonal skills and function as a representative of the Emerson, be able to withstand the stress of deadlines, and be flexible in order to complete tasks as required. May require overtime including evenings and weekends when Emerson time sensitive situations, critical issues or Emerson sponsored events occur.
COMMUNICATON:
INTERNAL: A high level of verbal and written communication is required with the Executive Director and other Emerson employees to exchange job related information.
EXTERNAL: A high level of verbal and written communication is required.
MINIMUM QUALIFICATIONS:
• Minimum of two years experience in a professional office environment.
• Reporting Skills, Administrative Writing Skills, Managing Processes, Organization, Analyzing
Information, Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal
Communication.
• Strong technology skills: proficient with Mac Office (Word, Excel, Outlook), Adobe Photoshop, Word
Press, and an aptitude for web-based communications
• Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through
• Ability to exercise judgment and discretion. Must be professional at setting priorities and coping with competing demands
• Excellent time-management and general organization skills
• General knowledge of non-profit organizations
• Must have a car, drivers license, auto insurance and be able to drive own vehicle on Emerson business.
These qualifications may be waived at the discretion of the Emerson staff.
This job description reflects the general duties considered necessary and essential to describe the principle functions of the job as identified, and shall not be considered a detailed description of all of the work requirements that may be inherent in the position. This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.
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To apply:
Please submit a resume, letter of application and three professional references.
Applicant reviews begin – December 22, 2015
This position will remain open until filled.
This position is full-time.
Wage $11 – 18/hour DOE
Benefits include - 10 days annual leave, 5 days sick leave, Simple retirement plan, paid holidays, health stipend.
Emailed applications preferred:
Susan@theEmerson.org
Or mail to:
Susan Denson-Guy, Executive Director
Emerson Center for the Arts and Culture
111 S. Grand Avenue
Bozeman, MT 59715
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