Administrative + Engagement Coordinator | Glass Art Society

JOB TITLE: Administrative + Engagement Coordinator REPORTS TO: Deputy Director HOURS: 24 hours per week; $17-20/hour WORK ENVIRONMENT: This is a part‑time, remote role, working East Coast US hours. During the GAS programs (the annual GAS Conference + International Festival of Glass), the position may require extended daily hours and active engagement with staff, artists, members, and partners. The position is expected to attend and work the annual GAS Conference each year. POSITION SUMMARY Supports GAS through a combination of tasks and process development focused on ensuring smooth operations, strong member engagement, and effective fundraising efforts. KEY RESPONSIBILITIES Office Administration + Systems

• Manage frontline office communications, including incoming phone calls and emails; monitor and respond to voicemails; update outgoing messages; act as a first responder to inquiries.
• Respond to member and public inquiries in a timely and professional manner.
• Manage incoming mail weekly.
• Log, process, and deposit donations as needed.
• Assist with managing and maintaining technology needs.
• Perform annual operational tasks, including insurance renewal and state and city filings.
• Identify opportunities for office and process improvements and help design and implement new systems.
• Provide additional administrative support as needed, including scheduling meetings, maintaining calendars, conducting research, and preparing reports.

Membership + CRM Administration

• Oversee proper functioning of the membership and donor database (Neon CRM), ensuring consistency and accuracy of records.
• Process incoming memberships and renewals, and compile new‑member and renewal reports.
• Follow up with individuals regarding declined or incorrect payments and process invoices and refunds as needed.
• Assist with event registration, credit balances, and member discounts.
• Conduct regular reviews of membership and donor pages on the GAS website and Membership Portal in collaboration with the Communications team to ensure information and buttons are current, including benefits, pricing, and partner listings.

Development + Fundraising Support

• Assist with donor records management, ensuring accurate tracking of contributions, campaign allocations, contact information, and giving history, including the preparation of donor gift acknowledgment letters and tax receipts.
• Support planning and execution of donor mailings, email campaigns, surveys, and other donor communications.
• Assist with development‑related event activities, including donor receptions and activation of sponsorship benefits.

Board + Committee Support

• Maintain Board documents, including lists and contact information.
• Assist the Executive Director with preparing the monthly Board packet.

Conference + Events Support

• Assist with conference activities as needed, including pre‑ and post‑conference preparation.
• Support conference and event logistics, including conference registration, ordering conference supplies, scheduling, and on‑site coordination.
• Provide on‑site operational support during the annual GAS Conference.

Other duties as Assigned SKILLS + COMPETENCIES

• Strong organizational and administrative skills.
• Excellent problem‑solving abilities with strong attention to detail.
• Excellent written, verbal, and electronic communication skills.
• Professional, service‑oriented customer service mindset.
• Ability to manage multiple tasks and deadlines effectively.
• Proficiency in Microsoft Office or Google Workspace.
• Experience with CRM or membership/donor databases.
• Proficiency with Adobe and other online applications.
• Associate’s degree or equivalent education.
• Graphic design and social media skills are a plus.
• Experience in nonprofit, arts, events, or membership organizations preferred.

WE’RE LOOKING FOR SOMEONE WHO IS

• A “people person” excited to be part of the GAS team.
• A self‑starter who takes initiative and ownership of projects.
• Collaborative in working with staff, Board members, and community partners.
• Flexible and responsive to shifting priorities of cyclical projects.
• Committed to an “all‑hands‑on‑deck” approach, especially during conference season (including answering phones, assisting with website navigation,…

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