Program Assistant

GlassRoots sparks change and enables growth in individuals and communities through the transformative power of glass art. Building skills, igniting creativity, inspiring confidence and impacting economic vitality

GlassRoots is a 23-year old art and education center, located in Newark’s newly-designated Arts and Education District in Downtown Newark. Last year we reached over 5,000 individuals through field trips, artist residencies, afterschool clubs, classes for adults, teambuilding, community events, and more. A list of current GlassRoots programs can be found on our website: www.glassroots.org.

GlassRoots is growing and will expand to a larger space in 2025 (nearly 10,000 square feet!). This will double the current location's square footage while staying rooted in the Newark Downtown community and the founding principles of expanding arts access for the BIPOC urban community in which we reside. The expansion will allow us to build a new facility with new equipment, expand our programming, and solidify GlassRoots as an anchor arts center in northern New Jersey serving the entire region.

Our new Program Assistant will be an integral member of the team that brings these programs to life every day in our studios.

As the Program Assistant for an arts and education non-profit, you will be charged with sparking change!–by supporting GlassRoots’ mission and programs.

This is a role for a highly-organized multi-tasker who is excited to begin a career in the arts and/or nonprofit management. The position includes opportunities for growth. As you become an expert at administrative and logistical tasks, you will have the opportunity to become more involved in program development and leadership.

You will work closely with the Director of Programs to bring the GlassRoots mission to life. You will be the key administrative and logistical support for programs for youth, young adults, teams, adults, and artists.  Tasks include, but are not limited to:

• Serve as the main point of contact for inquiries about GlassRoots programs.
• Schedule groups, field trips, and team-building events via email and phone.
• Work with the Director of Programs to produce 30-40 public programs per semester. Create schedules and registration portal information in Xola (the registration software). Assist clients in booking their classes and events.
• Create and process gift certificates.
• Work with the Director of Programs to produce all school-related programming onsite and off-site.
• Conduct art supply inventory.  
• Order and receive supplies.
• Prepare supplies for classes and programs.
• Organize and maintain demographic data sheets in Excel.
• Oversee evaluations of programs using SurveyMonkey, following our evaluation protocol. Generate evaluation reports.
• Participate in events including street fairs, festivals, and open houses.
• Participate in staff meetings.

We are looking for a creative, passionate, collaborative person to join our team. Someone who is excited about the potential of the arts to spark change in Newark, in our neighborhood, for our youth.

• Bachelor's degree or equivalent experience.
• 2+ years experience in arts administration or arts education
• Internship or other evidence of professional interest in arts administration, arts education or nonprofit administration.
• Must be able to maintain complex schedules both in Google Calendars and registration systems. 
• Ability to follow instructions and complete tasks with minor supervision.
• Proficient in Microsoft Office (including Excel) and Google Workspace including Calendar, G-drive, etc.
• Strong organizational skills, with the ability to manage multiple projects and meet deadlines.
• Customer service-oriented with experience in client management and relations.
• Client database management skills.
• Must be able to pass a state-issued background check.
• Must be available to work evenings and weekends. Currently, the schedule for this position is Tuesday-Friday, 10:30-6:30.  Some evenings and weekends as needed for event management. 

You will describe yourself as someone who has the following qualities:

• Attention to detail.
• Self-starter who takes initiative.  
• Positive collaborative attitude.
• Effective communication skills.
• Eager to learn.

This is a “wish list.” We understand that every candidate will not possess all of these qualifications. If you have many of these qualifications and can imagine yourself in this position, please apply.

Commitment to Diversity, Equity, and Inclusion

We are committed to the principles of equal opportunity and diversity and to attracting and supporting a staff and board who represent the rich diversity of the communities we serve. We do not discriminate on the basis of race, religious creed, color, national origin, ancestry, gender, sexual orientation, age, marital status, veteran status, or mental or physical disability.

Compensation

Salary range is $33,000 - $38,000, for 4 days/week. (Pending grant funding, this position may be increased to 5 days/week.) Compensation based on experience. GlassRoots offers generous benefits, including health, dental and vision insurance, FSA, professional development opportunities, PTO and holidays, and 401(K). We additionally offer trade time in our studios. This position is onsite. Reports to: Director of Programs.

Please note, a cover letter must be submitted with your resume in order to be considered for this role.

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