Administrative Coordinator - Red Brick

*Job Postings Closing Dates: A job posting may close before the listed deadline if the number of applications reaches the limit for that position. If the original deadline produced fewer applications than expected, the posting may remain open longer.

** Early applications are encouraged**

*Up to $3,000 Sign On Bonus Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Job Title: Administrative Coordinator
Department: Red Brick Center for the Arts
Classification: Non-Exempt

Hiring Range: $30.24/hour - $34.02/hour

[Salary Range:$30.24/hour - $45.36/hour]

Position Summary: Supports the customer services, administrative functions, and facility management coordination of the Red Brick Center for the Arts, including day-to-day financial and contract processing, maintenance and capital project communication, and other special functions, consistent with the organization's values and mission statement.

Supervision Exercised and Received: Position works under the general direction of the Red Brick Center for the Arts Executive Director.

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Essential Job Functions:

Customer Service

* Greets and assists tenants, patrons, and visitors and answer phones at the Red Brick Arts office.

* Provides positive customer service and information to all including tenants, patrons, and visitors regarding Red Brick general information, program content, gallery, and registration process.

* Addresses any customer service-related needs that may arise in the course of work.

* Completes registrations and sales as needed.

Facility Administration and Management Coordination

* Ensures orderliness and functionality of the facility and grounds, compliance of rules, and health and safety practices are being observed by all tenants, artists, and users.

* Obtains authorizations for invoicing expenditures, prepares requisitions, and performs accounting functions relative to departmental purchasing, tracking, and as needed daily deposits. Act as departmental liaison with the Finance and Business Services departments.

* Prepares any necessary vendor contracts and service agreements and ensures vendor compliance with City of Aspen regulations.

* Leads the facility's green initiative to assure the facility products and operations are environmentally friendly as possible.

* Manages outside vendors hired to provide custodial, security, maintenance, or other operational services.

* Works with all tenants and users of the center to provide customer service to address the facility needs, concerns, and maintenance requests.

* Works with the Business Service Maintenance staff to communicate work orders, coordinate schedules, and ensure maintenance projects are completed.

* Works with the Parks Department on the maintenance of the grounds and snow removal.

* Works with Business Services on the administration, coordination, and communication needs of capital improvement projects.

* Coordinates the schedule of the maintenance team and vendors for repairs and projects to have minimal impact on tenants, building operations, and programming.

* Communicates with tenants, building users, and programming staff on building updates and potential operational impacts due to maintenance or capital projects.

* Administrates new tenant leases and annual renewals of tenant leases and parking passes.

* Maintains an up-to-date tenant contacts and files.

* Invoices tenant's monthly invoices for rent payments and process payments.

* Oversees the 2 community rooms - dance studio and conference room. Manages the booking calendar, invoicing, payments, and user agreements with renters. Ensures proper usage in the rooms, orderliness, and functionality of the rooms. Assist users with AV equipment.

* Management of the building's communal kitchen.

Clerical & Office Management

* Processes incoming and outgoing postal mail and Red Brick Arts shared email.

* Maintains functionality, orderliness, and supplies of the office.

* Assists the Executive Director with the administration and management of the departmental Compass Plan.

Committee Coordination

* Completes administrate needs of the Red Brick's Committees including communication with members, scheduling meetings, locations, attending meetings to transcribe notes, and other tasks as assigned.

* Oversees the Red Brick's Volunteer program, including membership management and coordination of the volunteers during program and event support.

Special Projects

* Other special projects as assigned by the Red Brick Center for the Art Executive Director.

City Organizational Values

* Supports and models the City of Aspen organizational values: Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.

Other duties as assigned.

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Core Competencies Displays the following key competencies in the overall job performance to include knowledge, skills, and abilities:

* Service: Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.

* Partnership: Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.

* Stewardship: Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.

* Innovation: Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities, and challenges.

* Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.

* Interpersonal: Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.

* Technology: Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.

* Team Building: Works to build and maintain high performing teams to includes appreciating differences and reinforcing a sense of belonging.

* Accountability & Trust: Follows through on commitments, takes responsibility for outcomes, and values relationships.

* Strategic Thinking: Works to bring a strategic focus to daily work, anticipates problems and considers solutions.

* Emotional Intelligence: Ability to handle stressful situations in a professional manner, including angry or difficult individuals.

* Operational Expertise: Knowledge of administrative and clerical procedures and systems as well as general budgeting and accounting.

* Business and Project Management: Knowledge of general business and project management principles and practices as applicable to assigned work, including city budgeting and accounting.

* Office Management: Maintains a high level of organization and orderliness including physical maintenance of working spaces.

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Minimum Requirements:

Education: High School Diploma or GED equivalent, and some college level course work.

Experience: Two years of experience in an administrative role or office management which included financial, operations, and/or program responsibilities.

Technical Knowledge: Must be proficient in Microsoft Word, Excel, and Outlook (Email). Must have a basic understanding of computers and online computer-based technology applications, which includes accessing web-based platforms. May also operate calculator, telephone system, facsimile, copier, scanner, shredder, audio recording devices TV, DVD, projector, cell phone, handheld electronics, or other related equipment.

Licenses & Certifications: Must possess a valid Colorado driver's license or be able to obtain one within 30 days of start date.

NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

Preferred Candidate: Experience in the arts industry or office management.

NOTE: This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.

Position Type and Work Hours:

* Regular full time, hours may vary with workload.

* Evenings/weekends may be required in addition to or instead of normal business hours depending on department needs and special projects.

* Perform on-call and emergency duty response for Red Brick building.

Work Environment:

* Indoors: Red Brick Center for the Arts facility which includes office environment, maintenance areas such as the boiler room, art classroom, gallery, tenant spaces, and outdoor grounds.

* Outdoors/Off-Site: Meetings, events, and training at a variety of city facilities and areas. Some outdoor work may be required in varied weather conditions.

Physical Demands:

Visual Acuity: Ability to bring objects into focus.

Balancing: Maintaining equilibrium.

Bending: Bending or position oneself to move an object from one level to another.

Carrying: transporting or moving an object.

Crouching: Bending body downward and forward by bending leg and spine.

Climbing: Ascending or descending stationary objects.

Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.

Gripping/Grasping: Ability to apply pressure with fingers and palm.

Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.

Hearing: Perceiving and comprehending the nature and direction of sounds.

Kneeling: Bending legs at knees to come to rest on knee or knees

Lifting: Moving objects weighing no more than 20 pounds from one level to another.

Pushing/Pulling: Ability to use upper extremities to exert force in order to press, draw, drag or haul objects in a sustained motion.

Reaching: Extending the hands and arms or other device in any direction.

Repetitive motions: Making frequent or continuous movements.

Sitting: Remaining in a stationary position.

Standing: Ability to sustain position for a period of time.

Stooping: Bending body downward and forward by bending spine at the waist.

Talking: Communicating ideas or exchanging information.

Walking: Ability to move to traverse from one location to another.

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.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.