ArtTable DC Mentored Admin/Intern Position


July 1, 2021

This mentored position runs from late August/September 1 2021 to June 30 2022, split into two terms. The first term begins on September 1 2021, and ends on March 1, 2022. Depending on performance and evaluation, we hope to engage the administrative intern for a second term for the period of March 2, 2022 and ending on June 1, 2022. This position includes a stipend. Approximate time commitment is up to 20 hours each month. Administrative interns get the unique opportunity to meet arts leaders and members of the DC Chapter, network and attend events from insider tours to virtual programming.

 

The job of the regional administrator/intern is to support the volunteer work of the Washington, DC region’s executive committee and act as liaison with the ArtTable national office staff in New York. The purpose of the position is to support the DC chapter by helping with programs, budgets, program reports, attendance management, filing, website updating, Social Media and other core activities. The admin will facilitate communication among DC executive committee members and will attend, take minutes, and help organize meetings.

 

DC chapter leadership will make every effort to offer career advice and networking connections where appropriate, and will share other learning opportunities related to local programming and membership efforts. Reports to: Regional chair(s) and National Programs Director.

 

Responsibilities:

GENERAL ADMINISTRATION

 

  • Attend Executive Committee meetings, take minutes, and distribute them to attendees and National Office via Google Drive
    ○  Send drafts (link) to co-chairs first, for review before distributing
    ○  Assign tasks in Google docs
  • Maintain ArtTable DC email correspondence (Gmail account [email protected])
    ○ Check account daily
  • Arrange phone calls with Haley Carloni (chapter liaison for programs in the national
  • office) to make sure National is aware of any upcoming programs, programming
  • concerns or issues, or a potential monetary request for more than $500
  •  Maintain chapter budget
    ○ Enter amounts and details for individual program budgets, working with Programs chair
  • Keep co-chairs/chairs in the loop for events, planning, etc.

 

PROGRAMS

General

  • Work closely with the chapter committee chair(s) on planning and implementing programs and events including:
  • Coordinate and assist in organizing virtual programming and events via video communications
  • Support program details and logistics
  • Coordinate catering/refreshments where needed
  • Obtain appropriate gifts for program hosts and bring to program/give to host
  • Attend all programs/events to check in guests and coordinate as needed; (the
  • administrator may attend full programs where appropriate at their option but the time is uncompensated).
    ○ If unable to attend due to school or work responsibilities, coordinate with programs chair to cover duties
  • Prepare attendee lists for check in at events
  • Provide printed name tags for program attendees
    ○ Download roster from national website
  • Take photos of each event for use in Social Media, newsletter or other ; archive and
  • upload to correct folder on drive.
  • Work with the National office on National initiatives related to the D.C. chapter
  • Submit reimbursement receipts (PDF on the drive) to New York

 

Attendance (registrants) and Waitlists

  • Manage program/event RSVPs via online roster (special login) and waitlist (via [email protected])
  • Create and maintain waitlist for each program as necessary by making a Google sheet (post on the drive)
  • Email wait listers when spots open up
  • Email attendees a day or two before the program confirming their attendance, event
  • location and time and any other necessary information. Include a line that asks them to
  • let us know if they cannot attend so we can alert those on the waitlist
  • Track actual event attendance afterward on spreadsheet with no-shows and people who
  • cancelled (color coding works well)
    ○ Send to chapter co-chairs, NY and membership chair

 

LIST MANAGEMENT

  • Help maintain the master programs list for the region as well as other documentation available to Executive Committee members via a shared drive
  • Maintain waitlists for programs
  • Assist membership chairs in maintaining recruitment lists (Google sheets on the drive)

 

BUDGET

Keep track of spending per event and overall in budget

 

CORRESPONDENCE

  • Manage chapter gmail account ([email protected])
    ○  Check account daily
    ○  Forward important emails to co-chairs as required
    ○ Organize inbox according to categories
  • Change contact information on gmail account to your email and phone number
  • Cc cochairs when necessary

 

Hours for the position will vary each week depending on programming; administrative intern is expected to commit to a flexible schedule of up to five hours a week, up to 20 hours each month.


Expertise in Word, Excel, Google docs, MailChimp, Zoom, Eventbrite required. Familiarity with Adobe programs a plus.

 

Send CV and cover letter to [email protected]