The Metropolitan Regional Arts Council (MRAC) is a nonprofit organization serving formal and informal groups with annual arts programming expenses of less than $400,000, and artists in Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington counties. The Metropolitan Regional Arts Council is one of eleven regional arts councils throughout the state of Minnesota. As one of the eleven regional arts councils in Minnesota, MRAC’s funding is derived primarily from appropriations from the Minnesota State Legislature with money from the State’s general fund and Arts and Cultural Heritage Fund. MRAC also receives a generous grant from The McKnight Foundation. Mission MRAC’s mission is to improve arts access for communities in the seven-county metropolitan area through support to artists and organizations.
Title: Administrative and Grants Assistant
Reports To: Grants and Operations Manager
Job Type: Temporary, Full Time, Non-exempt
Appointment Period: June 2018 through June 2019
Office Hours: Monday through Friday, 9am to 5pm or 8:30am to 4:30pm for panel and training events.
Salary: $34,000/$16.35 per hour
Closing Date: June 11, 2018
The Administrative and Grants Assistant provides administrative support for the organization by assisting with various administrative tasks, as well as processing grant applications, supporting panelist communications, coordinating meetings, and providing general office support.
- Serves as organization’s receptionist. 40%
- Greets visitors to the office and answers telephones.
- Interacts with MRAC constituents, vendors, the public, in person or via telephone or email, to answer questions and provide technical assistance or information about MRAC.
- Opens and routes mail and packages
- Maintains phone system and updates general phone voicemail message.
- Updates and maintains organizational calendars.
- Assists with troubleshooting office equipment
- Provides administrative support to the MRAC staff. 25%
- Drafts and prepares letters, forms, reports, and other documents.
- Assists staff with the creation and distribution of board packet materials.
- Monitors and maintains electronic and paper files and records for documents, materials, and supplies.
- Assists with grant review days, board meetings, trainings, and other special projects as assigned, and assists with set up/clean up/logistics of meetings.
- Coordinates catering/refreshments, manage food and drink supplies and restock.
- Manages office supplies, stamp supplies, copier toner, paper, etc., and restock.
- Takes notes at staff meetings and board/staff committee meetings, including Racial Equity Task Force.
- Provides grants administrative support. 15%
- Maintains accurate applicant data in MRAC’s grant interface.
- Processes incoming organizational grant applications and assist in reviewing them for eligibility.
- Reviews Next Step Fund grants for eligibility.
- Assists in coordinating applicant materials and correspondence.
- Manages panel recordings, labeling, and uploading to applicant.
- Coordinates the Management Training Fund reimbursement program.
- Maintains MRAC’s grants library.
- Provides panel administrative support. 15%
- Prepares panel review materials for each grant program.
- Maintains accurate panelist data in MRAC’s panelist database.
- Assists in maintaining consistent communications with potential and current panelists.
- Coordinates panelist accommodations such as accessibility needs and dietary restrictions.
- Communications 5%
- Assists with website efforts, including checking links, uploading content, editing the web calendar.
- Assists with social media and newsletter efforts.
- Communicates courteously and professionally and maintains positive working relationships with others in carrying out job functions.
- Other related duties as assigned.
Minimum Knowledge, Skills, and Abilities Required for Successful Job Performance
- This job requires two years of administrative experience and excellent customer service skills.
- Have a high school diploma, GED, or equivalent.
- Ability to operate and troubleshoot standard office equipment, and computer hardware and software.
- Computer experience required including word processing, email, scheduling, spreadsheets, databases, social media and web-based software programs.
- Ability to use mail-merge and publisher templates.
- Verbal communication skills sufficient to effectively present information to a variety of audiences and the general public; written communication skills sufficient to draft correspondence, and respond to questions from a variety of audiences.
- Interpersonal skills sufficient to exchange and/or convey information, receive work direction, and maintain effective working relationships.
- Math and proofreading skills to verify grant eligibility against application guidelines.
- Knowledge of, or ability to learn, organizational software programs and databases.
- Prior administrative office experience
- Ability to effectively organize time and anticipate, plan, and manage multiple priorities with deadlines.
- Ability to work independently, and as a part of a team.
- Attention to detail.
- Ability to manage relationships with vendors and other external entities.
- Ability to maintain confidentiality when dealing with sensitive or private information.
- An ideal candidate will have a commitment to, and education or experience in, the arts and a desire to advance racial equity and equitable grantmaking.
- Accounts payable skills
Interested candidates should send a cover letter, resume, and contact information for three professional references to Becky Franklin, at email@example.com.
MRAC welcomes qualified applicants regardless of their race, color, religion, sex, sexual orientation, gender identity, national origin, or status as a qualified individual with a disability or protected veteran.