Administrative Coordinator

Center for Art, Research and Alliances (CARA) seeks an Administrative Coordinator (AC) to support internal operations and institutional timelines across CARA. This role supports internal communications, administrative processes, workflows, and office organization. The AC contributes to building a work culture rooted in care, collaboration, and sustainability, helping the team to stay aligned and resourced in delivering CARA’s mission. The Administrative Coordinator reports to the Executive and Artistic Director and Deputy Director.

RESPONSIBILITIES

• Support Executive and Artistic Director (ED), Deputy Director (DD) and staff in tracking institutional timelines, coordinating cross-departmental meetings, and following up on shared deliverables to ensure timely progress across programs and initiatives.
• Support ED and DD with departmental management.
• Attend internal meetings as needed, track progress, and facilitate planning across the organization.
• Facilitate smooth communication across departments by maintaining shared calendars, scheduling meetings, and circulating relevant notes and updates.
• Support DD with human resources administration by coordinating interviews, managing scheduling and documentation, and ensuring new hires have the materials and context needed to begin their work. 
• Contribute to a healthy workplace culture by helping organize team check-ins, group lunches, internal workshops, and rest time tracking.
• Assist in the administration of team benefits, including enrollment and coordination of health, wellness, and professional development resources.
• Coordinate internal and external visits, including scheduling, space set-up, and hospitality for artists, collaborators, and visitors.
• Maintain organization of CARA’s office, including ordering supplies, overseeing mail delivery, restocking the kitchen, and coordinating basic maintenance or IT needs with vendors.
• Ensure digital and hardcopy files remain organized, current, and compliant with institutional retention protocols.
• Support general administrative needs, including printing, copying, and preparing materials for meetings or public-facing events.
• Support Program team with setup and breakdown of events (moving furniture, beverages, reorganizing and tidying up).
• Attend openings, programs, and events, including some nights and weekends.

QUALIFICATIONS AND CORE COMPETENCIES

• This mid-level (non-manager) position requires at least three years of experience in coordination, administration, or related roles in arts, nonprofit, or mission-driven organizations. 
• Strong organizational and time-management skills, with the ability to balance multiple workflows at once.
• Excellent communication and interpersonal skills, with a collaborative and respectful approach to working with others.
• Demonstrated ability to maintain clarity and care in fast-paced or multi-tasking settings.
• A proactive and attentive working style, with reliability in follow-through and discretion with sensitive information.
• Self-motivated, detail-oriented, and fastidious; to ensure CARA’s internal processes embody the same care we strive to provide to our collaborators and public.
• Agile and adept with basic office systems and tools, both digital and in-person.
• Curiosity about how institutions work and a desire to support processes that are equitable, inclusive, and sustainable.
• Commitment to CARA’s mission and values of care, collaboration, and critical engagement.

APPLICATION

CARA is an equal opportunity employer. CARA considers all candidates for employment regardless of race or color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, disability, gender identity or expression, marital status, domestic partnership status, genetic information or predisposing genetic characteristics, military status, domestic violence victim status, arrest or pre-employment conviction record, sexual and reproductive health decisions, or any other characteristic protected by law. 

Interested candidates should submit a resume and cover letter to [email protected]. We will be accepting applications from July 15th - August 15th. Interviews will be held in September.

08/15/2025