Job Description

Administrative Coordinator 

Full-Time, year-round, exempt status 

Deadline to apply: March 31, 2025 

ABOUT PILCHUCK GLASS SCHOOL 

Pilchuck Glass School is an international center for glass art education. Our serene campus in Stanwood, Washington, is nestled in the foothills of the Cascade Mountains amidst a working tree farm.

From May through September every year, Pilchuck's Summer + Fall Program offers a series of courses as well as residencies for established artists in all media. Summer sessions vary in length and offer concurrent courses in a variety of glass working processes for artists of all skill levels. Small classes taught by world-renowned artists and instructors emphasize experimentation and teamwork while fostering individual initiative and expression. Pilchuck also offers residencies for both emerging and established artists during the Fall and Spring.

Addition information available at pilchuck.org.

ABOUT THE POSITION

Reports to: Executive Director

The Administrative Coordinator position provides an array of administrative and support activities to the Executive Director and the broader team at Pilchuck Glass School. The ideal candidate will be skilled in collaboration, high attention to detail, organization, strong communication, outgoing nature, and flexibility to assume a range of activities.

The Administrative Coordinator reports directly to the Executive Director and works collaboratively with the Artistic Director, Director of Finance, Director of Development, and Operations Supervisor, and works closely with the Board of Trustees. This role will require time to be allocated to supporting the Executive Director and board activities (40%), administrative organization (40%), and special events (20%).

Primary work location is our Seattle office with occasional travel to our campus in Stanwood, as well as to board meetings, and donor cultivation events. Salary range is $69,500 - $73,000 with a comprehensive benefit package including medical, dental, vision, 401k eligibility after six (6) months employment, FSA benefits, PTO and sick leave.

Duties and responsibilities:

-Provides support to the Executive Director including preparation of written correspondence and reports

-Maintains the Executive Director’s calendar including scheduling, arranging meetings, logistics, arranging travel itineraries, and organizing documents for business trips

-Acts as main point of contact for Board of Trustees’ communications and logistics including:

• Maintaining rosters and mailing list for Board of Trustees and Board Committees
• Arranging quarterly board meetings, attending, taking minutes, organizing other logistics including travel o Maintaining corporate records for agendas, notices, minutes, and other documents
• Managing our board portal, Govenda, for logistics and record keeping

-Provides administrative support including:

• Working with campus program staff to ensure payments to summer program participants are completed
• Work with Director of Finance and Operations Supervisor to enroll summer Seasonal Staff into TriNet platform
• Work with Director of Finance for monthly credit card reconciliation
• Oversee office supplies and vendor relationships for campus and Seattle office
• Troubleshooting office equipment including postage meter, copier, phone system, and audio/visual tools used for meetings
• Notifying the landlord of Seattle office issues and following up on resolution
• Ensuring record retention policies are followed regarding all office records (paper and electronic)
• Maintain calendar of events for the organization

-Other duties as assigned

Required skills:

-Skilled at prioritizing and managing multiple work streams simultaneously while meeting critical deadlines

-Highly organized, detailed self-starter who can work independently, as well as collaborate with internal partners

-Takes initiative to support the changing needs of Pilchuck Glass School, adaptability, and nimbleness to assess new information, adjust appropriately, and chart new courses is required.

-Ability to assess the urgency of situations and respond accordingly either asking for direction or taking charge as warranted

-Maintain a high level of professionalism and confidentiality

Education and/or Work Experience Requirements:

-A Bachelor’s Degree or experience equivalent

-A minimum of 2 years’ experience in an administrative support role

-Excellent interpersonal, verbal, and written communication skills

-Preferred general office experience in a non-profit setting and interacting with broad communities

-Experience with Microsoft-based applications and general knowledge of PC functions, including intermediate level ability with MS Office (Outlook, Word, Excel, and PowerPoint)

-Experience in Raisers Edge is desired

Physical Requirements:

-Must be able to lift and carry up to 30 lbs.

-Must be able to talk, listen, and speak clearly with fellow staff, board members, trustees, and visitors

-The ability to walk, ascend and descend stairs and ramps in office and on campus

-The ability to periodically travel between our Stanwood campus and Seattle office

TO APPLY:

Interviews will be conducted on a rolling basis with a deadline to apply by Monday, March 31, 2025. Email resume, cover letter addressing relevant experience, and contact information to jobsearch@pilchuck.org. The email subject line should say “Administrative Coordinator, [Your Name}.” All attached files must be labeled that also include your last name.

Pilchuck Glass School is committed to inclusion and equal opportunity

Pilchuck Glass School is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and participants. Pilchuck provides equal employment opportunity regardless of race, color, religion, creed, sex, age, marital status, honorably discharged veteran or military status, citizenship or immigration status, sexual orientation, gender identity, genetic information, political ideology, caste, the presence of any mental, physical, or sensory disability, the use of a trained service animal by a person with a disability, status as a victim of domestic violence, sexual assault or stalking, national origin or any other basis, status or characteristic protected by local, state, or federal laws.

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