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Administrative Services Manager

About Touchstone:

Touchstone Center for Crafts is a unique three-season nonprofit craft school located 60 miles southeast of Pittsburgh in the beautiful mountains of the Laurel Highlands, near Frank Lloyd Wright's Fallingwater, Ohiopyle State Park, and Nemacolin Resort. Founded in 1972 as Pioneer Crafts Council, Touchstone's original mission was to foster interest in the preservation of traditional crafts. Today, this unique craft school has expanded to include contemporary and experimental techniques in disciplines such as blacksmithing, ceramics, metals & jewelry, glass, drawing & painting, and special topic areas. As Pennsylvania's premier craft school, Touchstone offers beginning and seasoned artists one- to five-day workshops taught by some of North America's finest artisans, plus date nights, artist residencies, retail and exhibition galleries, special events, and more.

Position Overview:

The Administrative Services Manager (ASM) is responsible for streamlining and carrying out daily office and registration operations. The ASM provides general admin support to the staff and serves as the primary point of contact to all organizational participants and visitors. The position requires actively engaging with and assisting all participants and visitors with general and program-specific inquiries, and efficiently and accurately facilitates all processes of enrollment and other transactions for programming and other associated offerings. The ASM will have an approachable and enthusiastic presence, ensuring smooth daily operation while demonstrating the highest level of customer service.

The ASM is a full-time, year-round position, with a salary range of $42,000 to $48,000. Benefits to start after one month of employment include employee health insurance, FSA, PTO, flex time, and Simple IRA match.

Knowledge and Abilities:

- Excellent social, communication (written and verbal), and organizational skills

- Must be proactive, reliable, punctual, and adaptable

- Ability to work independently and/or collaboratively with staff and volunteers; enthusiasm and willingness to work directly with the public

- Must be able to handle multiple assignments simultaneously, with attention to details and follow-through in all tasks

- Ability to learn, use, and train others on a multi-line phone system, including transferring calls, updating voicemail messages, etc.

- Understanding of computer software and willingness and ability to learn new software such as ACTIVE Camp & Class Manager, Salsa CRM/CardPointe, Zoom, Pirate Ship, etc.

- Proficiency with Microsoft Office applications (Outlook, Word, Excel, etc.)

- Ability to handle cash, check, and card transactions; responsible for ensuring receipts balance with sales daily

- Ability to manage inquiries from multiple sources and complete registration-related reports

- Ability to manage office inventories including office supplies and equipment, and order replenishments and repairs as necessary while keeping within budgeted parameters.

- Understand and be able to perform emergency procedures (e.g. fire evacuation, accident reporting, etc.)

Qualifications:

- Bachelor's degree or equivalent work experience is required

- Experience in management role(s) preferred

- Customer/guest/visitor service team experience necessary

- Experience with nonprofit organizations preferred, especially in an arts, cultural, or educational setting

- Ability to maintain a regular onsite schedule during normal business hours for the operating season (May-October); hybrid remote working hours may be arranged for the winter/off-season

- Ability to work occasional evenings or weekends when needed for special programming/events

- The following PA Act 153 clearances are required for employment at Touchstone: Pennsylvania Child Abuse History Clearance, Pennsylvania State Police Criminal Record Check, and FBI Criminal Background Check. Clearances may be submitted if currently valid or obtainment will be completed as part of the new hire process.

Key Responsibilities:

- Welcomes, orients, and assists all programming/event participants and visitors; completes visitor log for reporting tracking purposes

- Demonstrates commitment to diversity, equity, and inclusion efforts of the organization

- Understands and explains the basic aspects of the organization’s operations, programming, and history to answer participant/visitor questions; have basic knowledge of Fayette County and local amenities to answer travel-related inquiries

- Manages general correspondence, including inbound/outbound phone calls, emails, and mail

- Carries out routine correspondence with programming participants, including enrollment confirmations, cancellation notifications, materials fees updates, balances due, how to prepare for their stay, solicits feedback through post-participation surveys, etc.; recognizes potential conflicts and works with participant/visitor and appropriate staff to resolve issues in a timely manner

- Manages and delegates registration-related tasks such as check-in/out processes, lodging assignments and cleaning schedules, meal counts, linen package rentals, etc. for workshop participants, teaching assistants, and instructors

- Assists with carrying out annual mailings and communications with instructors and educational contacts with marketing and outreach materials

- Assists with website and social media updates as needed

- Enters visitor and participant contact information into CRM system with appropriate group tag(s)

- Manages annual workshop registration software setup, along with additions as necessary and updates/related reporting throughout each season

- Attends regular staff meetings, communicating need-to-know information with other staff members

- Maintains an organized and clean working environment in public areas of the lodge, office, and kitchenette; follows daily security routines in opening and closing the lodge and office

- Initiates and completes registration and sales transactions quickly and accurately

- Ensures that all office supplies and marketing materials (displays, catalogs, rack cards, etc.) are always stocked

- Troubleshoots office equipment and software; serves as the technical support intermediary

- Manages the front desk staffing scheduling; Helps to train and supervise interns, office support staff, and volunteers for front desk oversight and related registration and/or special event tasks

- Manages and delegates smooth operation of the weekly silent auctions (summer months only)

- Codes and uploads bills and/or purchases for bookkeeping

- Other duties or special projects as assigned

To Apply:

Interested applicants should submit a letter of interest and resume (combined PDF preferred, titled as ASMapp-FirstName-LastName) to sglover@touchstonecrafts.org. Please include “Administrative Services Manager” in the subject line. No phone calls, please. Intent is to hire as soon as possible. Review of submissions will be ongoing until the position is filled.

Touchstone Center for Crafts is an Equal Opportunity Employer and is committed to workplace diversity and to providing opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual origin, gender identity, pregnancy, national origin, ancestry, disability, veteran status, or any other characteristic protected by state or federal law.

This description reflects the essential functions and qualifications necessary and shall not be construed as a detailed description of all work requirements that may be inherent. The description does not constitute an employment contract and does not alter the at-will relationship between Touchstone and the employee.

Pay: $42,000.00 - $48,000.00 per year

Benefits: