Administrative Associate

The Administrative Associate plays an important role in the effective operations of Young Audiences. Reporting to the Senior Director of Finance and Administration, the Associate will collaborate with staff to undertake the work of administrative and operations support. A high degree of attention to detail, thoroughness, and organization are needed for success in this role. Proficiency with and enjoyment of typical office technology (software and hardware) is necessary in this role. The ideal candidate is highly organized, is a motivated problem solver and team player, and can prioritize responsibilities in response to the needs of the day.

Primary responsibilities include:

Administrative Support (70%)

Provide administrative support to Senior Director of Finance and Administration, including bookkeeping functions

• Bookkeeping: QuickBooks entry of sales, deposits, bills, payments, account reconciliations, and payroll support.
• Assisting with document and report preparation:
• Provide QuickBooks reports as necessary.
• Distribute memos, and other correspondence.
• Digitize files as needed.
• Assist with special projects as needed.

Operational/Office Support (25%)

Provide office and operational support to YA staff as needed:

Technology:

• Acts as the main point of contact for external IT vendor, scheduling and facilitating their work.
• Maintain records of software licensing and subscriptions, equipment inventory, and user data.
• Act as in-house tech support for staff for simple fixes (i.e. settings, printer drivers, software updates)

Document Organization:

• Support organizational digital file systems, reorganizing as needed
• Assist in documenting standard operating procedures (SOPs) for newly evolving business needs.

Office Support:

• Maintain office supplies inventory
• Manage catering for staff events
• Manage office equipment and support “virtual office’ management ensuring all needs are met in staff home offices

Contribute to YA Initiatives (5%)

• Contribute to Young Audiences’ ongoing efforts to improve in relation to diversity, equity, inclusion and access, according to YA’s Arts United Plan.
• Participate in organization-wide fundraising events and efforts.
• Other duties to contribute to YA’s organizational goals as assigned

Qualifications:

• Proven bookkeeping experience in accounts payable/receivable.
• High level of attention to detail, strong organizational skills and commitment to complete tasks within time constraints.
• High degree of discretion and confidentiality. Must comply with privacy policies.
• Understanding of the importance of diversity, equity, inclusion and access in arts education.
• Software Applications:
  • Experience with QuickBooks required, with opportunity to learn more on the job.
  • Experience with basics of Excel required
  • Experience with Salesforce a plus
  • Understanding of and appetite for technology integration including Google Suite, Microsoft Office Suite

On the Job Learning Opportunities:

Depending on experience, training in Microsoft Office Administrator may be provided. Opportunity to deepen experience in Excel and Google Workspace also possible, through formal training or on the job learning. With experience on the job, candidate may advance in responsibilities within Finance and Administration Department.

Additional Information

• YA is a hybrid work environment. This position is primarily in-person at our office in Princeton.
• Office hours are 8:30-4:30, M-F. Administrative Associate work must occur during office hours.

This position requires significant computer usage for email communications, Zoom/Teams meetings, interoffice communications on Teams, and data entry. To the best of our ability, YA provides workspaces as requested by each individual staff person to support their comfort, productivity and wellbeing.

Don’t meet every single requirement? Studies have shown that women, people of color and people who identify with disability are less likely to apply to jobs unless they meet every single qualification. At YA, we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply.

Young Audiences New Jersey & Eastern Pennsylvania is an Equal Opportunity Employer. We welcome employees and prospective employees without regard to race, religion, national origin, formal education, age, disability, marital status, gender identity or expression, sexual orientation, health and mental health status, or veteran status.