MARC Assistant

General Purpose

Performs a variety of administrative tasks including public contact, and customer service functions for the Arts Center. Supports the Arts Director and the Parks, Arts & Recreation Department with events and the Arts Center and programming throughout the community.

Reporting Relationships

Supervision Received: The MARC Assistant works under the general supervision of the Arts Director.

Supervision Exercised: The MARC Assistant exercises general supervision over class instructors, artists, renters, and volunteers in the absence of the Arts Director.

Essential Functions

The MARC Assistant is responsible for the following:

Rentals and Facility Management

• Schedules facility rentals for the Moab Arts building through the online portal
• Accepts reservations online, via phone, email, and walk-in requests.
• Accepts payments and works with the Treasurer's Office to ensure funds are deposited into corresponding accounts.
• Maintains rental agreements for short- and long-term rentals for the studio spaces
• Manages co-working space and schedules; assists in signing up members; ensures space is clean, organized, and stocked.
• Gives facility tours to prospective renters and co-workers.
• Ensures knowledge of safety and emergency procedures.
• Assists Arts Director in coordinating with City Facilities division to ensure a fully operation and clean building

Educational Programs (Classes, Workshops, Summer Camp)

• Coordinate with potential class instructors to develop ideas and curate class offerings
• Coordinate with arts instructors for programming, materials, scheduling, set up, and be available to assist with set up and break down for classes and workshops.
• Communicate with prospective students and assist with registration as needed
• Collect program fees and ensure participants have registered via the online booking system and agreed to event and city policies.
• Assist Arts and Sports Directors in the coordination of Summer Camp Counselor hiring and scheduling.
• Plans weekly summer camp activities and assists with counselor activity coordination.

General Administrative

• Maintain and keep organized the office supply closet, arts and crafts supply closet, and facility storage room
• Receive telephone calls, return voicemails, assist with walk ins
• Process invoices according to the City's Recorder and Accounts Payable department guidelines
• Assists Director with reviewing and issuing special event permits

Events

• Coordinates with vendors for Moab Arts events; creates registration, collects fees, communicates with vendors for event set up and break down, assists with distributing tax forms and collecting of vendor information in accordance with State guidelines
• Assists with event planning, set up, and break down
• Assists in the management of events, on site for events (including Markets, ArtWalk, Holiday Craft Fair, RRAF, artist receptions, classes)

Additional Duties

• Communicates with airport staff for displays at the Canyonlands Regional Airport
• Assists other City Departments with events when needed (Movie Nights, Turkey Trot, Egg Hunt, 4th of July, Sustainability Earth Day Event, etc.)
• Performs light cleaning duties, organizing supplies, moving art, moving and setting up furniture in facility as needed

Education and Experience

• Associate Degree, and
• Two (2) years of experience performing a variety of clerical duties or experience in arts administration, or
• An equivalent combination of education and experience

Required Knowledge, Skills, and Abilities

• Ability to perform a variety of clerical and administrative work requiring exercise of independent judgment, excellent organizational skills, and confidentiality.
• Ability to learn new computer programs and websites and use of communication systems.
• Ability to communicate effectively both orally and in writing.
• Ability to establish effective working relationships with city staff, volunteers, and the public.
• Ability to deal effectively and calmly with the public on the phone and in person.
• Working knowledge of modern office principles and procedures, including use of office equipment and computers.
• Skills in filing, word processing, and data entry.
• Skill in basic mathematics and bookkeeping.
• Working knowledge of grammar, spelling, and punctuation.
• Familiarity with social media.
• Exercise initiative and creativity in facilitating program materials

Special Qualifications (Licenses, Certifications, etc.)

• Ability to pass criminal background check requirements for working with minors

Work Environment and Physical Demands

While performing duties of this job, employees are regularly required to sit, walk, and stand; talk or hear, both in person and by telephone. Use hands repetitively to handle, feel, or operate standard office equipment. Reach with hands and arms and lift up to 25 pounds.

Evening and weekend work for programs and events is required.

Selection Guidelines

A formal application and résumé are required; finalists will interview with the appropriate hiring authority. Applicants must pass a pre-employment drug test and background check, and upon employment, must possess a valid Utah driver's license.