Job Title: Program Administrator

Status: FT Non-exempt (hourly)—32 hours, Tuesday–Friday

Reports to: Executive/Artistic Director

Compensation: $25/hr (annual equivalent base on 32 hour week = $41,600). Benefits include health insurance (Loft pays 80% of a top-tier health plan), life insurance, two weeks paid time off annually (starting), 11 holidays, accrued sick/personal leave, and the opportunity to take one free Loft class per year.

This flexible, hybrid position includes working in-person some evenings and weekends in support of Loft programs and events and some adjustments to hours according to seasonal work flows. Reliable cell phone access and high speed internet are required for work off-site.

About the Loft: One of the nation’s leading nonprofit literary centers, the Loft Literary Center is dedicated to advancing the artistic development of writers, fostering a thriving literary community, and inspiring a passion for literature. Each year, the Loft offers more than 300 creative writing classes a year for youth and adults in Open Book, community settings, and online. The Loft also supports writers and readers through grants, mentorships, writing studios, regular readings, a literary festival, a writers conference, and on its website through a wealth of resources about craft and the writing life. Loft staff members enjoy a flexible and enjoyable workplace; a culture of wellness supported by health and other benefits; and the company of dedicated and creative colleagues. The Loft works at being an antiracist organization that deepens life-sustaining connections and contributes to liberated communities.

Position Purpose: The Program Administrator provides vital administrative support for the success of the Loft’s programs and artistic teams. This position also plays a key role in navigating authors and program participants through the Loft’s organizational systems.

Primary areas of responsibility and tasks:

Program Administration

  • Review and generate contracts for artists across all Loft programs (education, outreach, events and awards).
  • Administer records in Salesforce (the Loft’s CRM database) for awards and events program participants including administering accounts, contacts, product descriptions, campaigns, and other related content.
  • Maintain accurate and complete records for visiting authors, presenters, exhibitors, and other information, as needed.
  • Produce bi-weekly artist payment requests and distribute for approval by program managers.
  • Provide administrative support for awards selection panels and program judges, including coordination, scheduling, document management, and collecting reports.
  • Set up and manage programmatic projects and processes in Asana.
  • Set up data collection forms and spreadsheets for aggregating program evaluations and provide  evaluative surveys/tools to managers for distribution at the end of programs and events.
  • Provide program-related support to the Executive/Artistic Director and Program Team.

Events Support

  • Provide front-of-house support for Loft awards and partnership events including:
    • Create and place signage
    • Manage box office ticket sales, secure and document receipts per Loft procedure
    • Provide direction to volunteers and interns supporting events
    • Estimate and document audience statistics and demographics at events; enter data from in-person and virtual events into the Loft database (i.e. Salesforce) in a timely manner
    • Distribute and collect evaluations or other materials, as needed
    • Supervise or run bar, securing and documenting receipts per Loft procedure
    • Direct set up for event exhibitors/vendors
    • Assist with setting up/tearing down the performance hall and literary commons (including receptions) and locking up and securing event spaces
  • Assist with travel, hotel, and hospitality needs for programs and events including coordinating and tracking travel information and creating itineraries, info sheets, and schedules for visiting authors, agents, and publishers.
  • Support program and event-related mailings and communications.
  • Other duties as assigned, including assistance with “all hands on deck” events like the weekends of Wordsmith, our conference for writers, and Wordplay, our literary festival.

Job Requirements:

Responsiveness, empathy, and attention to detail are essential for this important position. You will be a good fit if you enjoy attending to details, making sure others have the information, tools and space to accomplish their work; love timelines and can meet deadlines; can keep information secure and confidential;  and you share our commitment to antiracism. We welcome candidates who are passionate about learning the ropes, but understand that this is an administrative position, not a writing or programming job.

  • Customer service orientation, and experience with a wide variety of constituents
  • Ability to be self-driven, work independently, but also work well in teams
  • Exceptional attention to detail especially when entering data and reviewing records
  • Proficiency with office software including spread-sheets, word processing, databases, etc.
  • At least one year working in a collaborative environment
  • Experience with project management with responsibility for setting timelines and accomplishing or monitoring task assignments for more than one project at a time.
  • Demonstrate a commitment to antiracism and ability to champion the Loft’s core values
  • Appetite and ability to learn quickly
  • Strong interpersonal and communications skills including proficiency in written and spoken English.
  • A positive, forward-looking, and curious approach to work
  • Ability to be reasonably flexible with schedule as needed
  • An open and learning orientation to technology

The ideal candidate will also have:

  • Associate’s degree or equivalent experience in an administrative role
  • Long-term interest in nonprofit administration or management and a desire to grow in the field
  • Experience with a sales or development database (e.g. Salesforce)
  • Experience with workflow/project management platforms (e.g. Asana)
  • Experience with application management platforms (e.g Submittable)
  • Knowledge of G-Suite (Google office suite)
  • A sense of humor and an ease of communication
  • A love of literature and the Loft’s work

Working Conditions: The position of Program Administrator will typically spend most days at the computer and working with staff, vendors, and artists on administrative and logistical tasks. A person in this role must be able to move furniture and set up chairs for events as well as operate office equipment.

NOTE: Loft employees are not eligible to apply for Loft awards for writers.

To Apply: Please answer the application questions and submit your resume via Submittable. If you do not have a Submittable account, you will need to create one.

Due to the expected number of applicants, we request that you do not call or email to check on your application status. You will get a confirmation by email to let you know that your application was received as well as notification when the position is filled..

Hiring Process: This position is open until filled; applications will be reviewed as they come in. Interviews will begin the first week of October. Our hope is to have positions filled by Nov 15.

The Loft is an equal opportunity employer.

We use Submittable to accept and review our submissions.