Administrative Coordinator at Imagine MKE in Milwaukee, WI – shared by Jobs That Help as a third party
Imagine MKE convenes, connects, and amplifies Milwaukee’s arts and culture sector and its contributions to the cultural, social, and economic vitality of Milwaukee. Our vision is an inclusive, engaged, and inspired Milwaukee that is recognized as a world-class city for creating and experiencing arts and culture. We are working drive measurable results that:
- Make Milwaukee a great place for artists to live and work;
- Lift up and support arts and culture in our diverse neighborhoods;
- Advance public policy to better support our diverse arts and culture sector; and
- Build both Milwaukee’s brand as an arts and culture destination and public support in our region for arts and culture.
Our work has been guided by seven core values: creativity and artistic expression, collective impact, results-based accountability, equity, inclusive engagement, transparency, and continuous learning.
Imagine MKE is seeking an ADMINISTRATIVE COORDINATOR.
Reports to: Chief Executive Officer (CEO)
The Administrative Coordinator is responsible for supporting the administrative and project coordination needs of Imagine MKE.
In this position at Imagine MKE, you will be at the center of a fun, young, start-up non-profit working to integrate arts, culture, and creativity into Milwaukee’s civic life. You will be a central player in making sure that the organization’s administration, development, and other projects are on schedule and moving along. You thrive in fast-paced environments and tend to be a proactive self-starter who likes jumping in to help out and learn new skills along the way.
Essential Duties and Responsibilities:
- Coordinate administrative functions of the Imagine MKE, including serving as the key point of contact with all organizational vendors and contractors
- Coordinate the Human Resources functions of the employee manual, payroll administration, 401k administration, onboarding, job postings and interviews, and other employee needs
- Assist as general contact for the Board of Directors, including duties such as maintain minutes of all meetings and committees, coordinate Board meeting schedules, and distribute meeting materials
- Support the CEO and staff at committee meetings as necessary
- Serve as the administrative liaison between the CEO and all staff members
- Provide basic in-house IT support assisting with the administration of email and new users, and printers/copies/projector and serve as liaison with network and technology providers
- Maintain and update existing databases (EveryAction, ClickUp and Fluxx)
- Maintain and manage CEO’s calendar and access
Project Support and Coordination
- Work Groups and Affinity Group Coordination
- Support affinity and work groups as requested, such as scheduling meetings, securing meeting space and taking minutes, tracking and follow-up on action commitments
- Marketing and Communications Coordination
- Support the workflow and distribution of communications products (newsletter, social, and podcasts)
- Fundraising and Development Coordination
- Track fundraising progress (including all revenue sources and fiscal sponsor fees) against expense budget and monitor cash flow
- Track grant application and report deadlines in FLUXX
- Track moves management actions and deadlines in FLUXX
- Initiate donor stewardship activities such as personalized thank you letters.
- Integrate grant deliverables into annual strategy plan
- Support the administrative needs of the Development Committee including meeting preparation and minutes
- Schedule CEO’s donor meetings and update actions and next steps in FLUXX
Success in this role requires an individual to perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:
High School degree required; college degree preferred. At least one year experience performing similar duties and responsibilities as required of the position in an administrative role or within the arts and culture industry or equivalent higher education in administration, arts/culture, business, or related fields. This is NOT an entry level position.
Knowledge, Skills, and Abilities:
- Experience supporting a CEO or other upper-level management position
- Proficient in Microsoft Office Suite (Outlook, Excel, Word) & Adobe
- Demonstrated computer software skills (the ability to understand and answer questions about basic software problems, basic knowledge of a network/cloud system)
- Ability to take meeting minutes and format accordingly
- Excellent written and verbal communication skills, including the ability to appropriately communicate with varied audiences
- Strong writing skills, able to adapt to professional and contract language
- Highly responsible and reliable
- Flexible, adaptive, and proactive
- Ability to work in a fast-paced environment
- Strong interpersonal and problem-solving abilities
- General arts knowledge
- Ability to pass a background check in compliance with local and/or federal employment laws
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle, or touch objects. The employee is occasionally required to stand; walk; sit; reach above shoulders; climb or balance; and stoop, kneel, or crouch. Specific vision abilities required by the job include close vision and peripheral vision.
Salary Range: Commensurate with experience but the targeted range is $40,000 – $50,000 per annum. This position is a full-time position with benefits.