Part-Time Office Coordinator

THE JOB OPPORTUNITY:

The Office Coordinator organizes day-to-day administrative efforts in support of Charlotte Street's staff and board of directors. This role is responsible for ensuring efficient operations and coordinating efforts to keep Charlotte Street’s infrastructure running smoothly and efficiently. 

THE DESIRED CANDIDATE:

We are seeking a self-motivated, organized, and clear communicator with great interpersonal skills and some administrative experience.
 

SKILLS/QUALIFICATIONS:

• Detail oriented, with the ability to organize, manage multiple tasks, and meet deadlines
• Skill interacting in a respectful and collaborative manner with people from a wide range of backgrounds, identities, ages, and experience
• Excellent written and oral communications skills
• Administrative experience is a plus
• There are no educational requirements for this position

KEY RESPONSIBILITIES & DUTIES:

• Collaborates with staff to prep for internal meetings and public programs, including acquiring permits, securing parking, preparing materials, purchasing refreshments, etc.

• Creates agenda, calendar update/recap, takes notes, and facilitates weekly staff meetings 

• Takes minutes at all board, finance, and executive committee meetings, liaison for the volunteer-led Gala Committee, providing communication and administrative support for meetings, fundraising work, and other Gala outreach 

• Help staff Charlotte Street’s 3 major annual events: Open Studios, the Block Party, and Gala

• Manages Outlook calendar of events

• Orders and organizes office supplies, tech, and other equipment

• Maintains timesheets for staff

• Works with hiring managers to facilitate onboarding/offboarding of new employees 

• Manages staff benefits in coordination with insurance brokers at Gallagher Metzler and 401k account with Principal (including tax filing) including liability, property, assets, workers comp (including annual audit), and Officers and Directors liability insurance 

• Coordinates travel arrangements for staff on business trips and locally for incoming guests 

• Works in coordination with e2E to pay invoices, collect payment requests, process, and print checks 

• Manages fundraising and programmatic database(s) and maintains updated contact information 

• Manages incoming and outgoing mail, including collating and managing mass mailings 

• Processes all gifts, including bank deposits 

• Manages Charlotte Street support documentation files and archives, including Annual filing for MO Secretary of State and City of Kansas City Property Declaration, SAM registration, and permitting

• Works with leadership to keep Staff and Board Handbooks up to date 

• Develop and maintain vendor lists, coordinate logistics for trainings, retreats, etc. 

• Collects attendance, participant, and demographic data for programs and events, and prepares monthly General Operations Dashboard

• Other duties as assigned 

ON EQUITY:
Charlotte Street values an equitable, diverse, and inclusive art community, which we interpret as all artists having fair access to the tools and resources they need to realize their artistic endeavors. We acknowledge structural inequities that have excluded individuals and communities from opportunity based on race, gender, disability, sexual orientation, class, age, and geography, and strive to counter those inequities in our work and in representation on our board, staff, and constituent groups.
 
TECHNOLOGY ENVIRONMENT
Charlotte Street utilizes Apple computers and Microsoft Office 365.
 
CLASSIFICATION & PAY:
Part-Time, Non-exempt
25 hours per week, flexible schedule, Tuesdays 10 AM – 12 PM required 
Eligible for PTE benefits including flex scheduling, paid vacation, sick time, and holidays

Pay starting at $22.50/hour 

WORKING CONDITIONS:

Open space office environment. This position requires occasional evening and weekend work; hours are flexible in order to accommodate these situations. Charlotte Street operates out of a 20,000 sq ft facility at 3333 Wyoming in the Volker neighborhood of Kansas City, MO.

HOW TO APPLY:

Please send the following in an email to info@charlottestreet.org (preferably as one packaged PDF attachment with    email cover letter). The email subject line should read Office Coordinator .

• Short statement of interest (can be in the body of the email, no separate cover letter required)

• CV/resume (should include contact information for 3 references who can speak to working directly with you professionally in different capacities, peers/managers/collaborators, etc.).

DEADLINE FOR APPLICATION:

Charlotte Street is seeking to fill this position in late July / early August 2025. Submission of applications byJuly 10th is encouraged, though the application will remain open until an appropriate candidate is hired. All candidates will be contacted and notified of status by email. Candidates who are most competitive will beinvited to a phone interview (1) and subsequent in person interviews (2 maximum), and will be notified of their status as it is decided. 
 
Organizational Background:
Charlotte Street centers Kansas City’s most forward-thinking visual artists, writers, and performers—acting as the primary incubator, provocateur, and connector for the region’s contemporary arts community, and its leading advocate on the national stage. Since 1997, Charlotte Street has distributed over $2.5 million in awards and grants  to artists and their innovative projects, and has hosted countless exhibitions, performances, convenings and conversations connecting and challenging Kansas City’s contemporary art ecosystem. For more information about Charlotte Street, its awards, programs, and initiatives, visitwww.charlottestreet.org.