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Kentucky School of Art - Administrative Assistant/Database Manager

This position works to support the general operations of the school, with a focus on database management. This is a full time position with work as General Admin for the school (50%), Development Support (30%), admin support to the Dean (20%).

Duties and Responsibilities:
1. Communicate with CPA to insure that quarterly payroll taxes and insurance premiums are paid; keep appropriate records.
2. File and retrieve organizational documents, records and reports: faculty contracts and development goals curriculum development and proposal, student issue reports, etc.
3. Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
4. Prepare monthly ledger report for CPAs.
5. Manage contact database including daily data entry, managing integrity of information, running reports as necessary. Maintain financial and historical info to support fund raising efforts.
6. Manage mass mailings and mail merges, generate mailing lists, labels and distribute email communications as necessary.
7. Coordinate the production of development written materials and publications as needed.  Coordinate print production schedules, proofread, contact mailing house and printers as necessary.
8. Provide support for development events. Keep accurate records of invitees, rsvps, etc.
9. Set‐up, coordinate meetings and prepare letters for Dean.
10. Attend Board, committee meetings or other meetings as requested in order to record minutes; compile, transcribe and distribute minutes of meetings.
11. Research, price and purchase office furniture, equipment and supplies as needed; collect and maintain records.
12. Oversee maintenance of office copier and postage machine.
13. Support staff in assigned project‐based work.
14.Handle incoming phone calls and visitors as needed.
15.Serve as back up for Development as needed including proofreading, working with mailing house, printers, etc.
16. Serve as check‐out person for students to rent equipment
17. Serve as purchase point for students and art supplies

Minimum Qualifications:
1. At least three (3‐5) years experience in general office responsibilities and procedures.
2. Must be computer literate in in Excel, Word, Powerpoint, and MAC software such as Pages, Numbers and Keynote.
3. Knowledge of principles and practices of basic office management and organization.
4. Knowledge of the basic principles and practices of bookkeeping.
5. Ability to work well either alone or as part of a team; multi‐tasking and working with multiple individuals required. Must be detail oriented.
6. College degree preferred but not required if sufficient experience.

The successful candidate must be mature and professional and able to handle multiple projects. The candidate must be detail oriented, have strong organizational skills, and be able to work independently and as part of a team.

Please send resume and references to Kasey Maier, kmaier505@gmail.com


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