Job Posting—Administrative Coordinator (2025)

Job Title: Administrative Coordinator

Organization: The Loft Literary Center, Minneapolis www.loft.org

Status: FT Non-exempt (hourly)—32 hours, Tuesday–Friday with occasional weekends and evenings

Reports to: Senior Director of Craft

Compensation: $28.96/hr (annual equivalent based on 32 hour week = $48,195). Benefits include health insurance (Loft pays 80% of gold-rated plan premium), life insurance, two–four weeks paid vacation annually based on tenure, 11 floating holidays, accrued sick/personal leave, and the opportunity to take one free Loft class per year.

This hybrid position includes working in the Loft’s office three days per week along with 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.    

Position Purpose: The Administrative Coordinator provides vital operational support for the Loft’s customer experience, programs, events, and teams.    

Primary Areas of Responsibilities and Tasks

Administrative Support for Programs & Events

• With program staff and leadership, ensure review and updates to contract templates for all artists, Year-long Writing Project students, sponsors, and exhibitors. 
• Generate contracts for artists, sponsors, and exhibitors across all Loft programs and departments. 
• Maintain accurate and complete Salesforce records for artists and presenters. 
• Produce bi-weekly artist payment requests and distribute for approval by program managers.
• Manage Program Team agendas and facilitate meetings.
• Provide primary support for staff meetings (seamlessly manage A/V for hybrid org meetings, work w/Executive Director keep/create agendas, take minutes, organize celebration of recent birthdays and anniversaries, etc.).
• Maintain the program and key date calendar and ensure that it is kept up-to-date 
• Perform required background checks on staff and independent contractors working with vulnerable populations or sensitive data.
• Assist with the development of new templates, tools, and systems  (e.g. using Asana) in support of r cross organizational activities, as requested.
• Support organizational outreach events.
• Work collaboratively with Loft’s program managers and coordinators to create and maintain a coverage schedule for the front of house for Loft events. 

Customer Experience & Facilities 

• Work collaboratively with Loft’s program managers and coordinators to create and maintain a coverage schedule for the Loft’s front desk. 
• Serve as the first point of contact for office-related and operational concerns. 
• Manage and maintain the office equipment, security access and physical spaces
• Purchase office and hospitality supplies within a budget and track related expenses to programs and/or departments.
• Serve as the primary point of contact with office equipment reps and assist with their use and maintenance. 
• Manage (renew or secure new) tenants and support facilities management for subleases including long-term office and co-locating partnerships. Responsible for all recordkeeping and rent collection. Monitor and work toward the assigned revenue goal.
• Serve as the lead contact for the Loft’s studio program.  Screen potential studio users; maintain relationships; establish, renew, and record contracts; acquire payments. Work with the executive and artistic director to monitor and work toward assigned revenue goals.
• Respond to and manage short-term and one-time classroom rentals in coordination with Open Book, as appropriate.  Work with the executive and artistic director to monitor and work toward the assigned revenue goals for rentals.
•  Sort, open and process mail, record checks in log, copy checks for processing in Salesforce by appropriate team members.

Shared Coordinator Duties 

• Take a regular shift (one day per week) at the front reception desk, answering the general phone line, providing customer service to walk-ins, and monitoring/responding to loft.org email. Filter incoming calls and information, follow up as needed, respond to and or refer inquiries for next steps.
• As scheduled, implement the front-of-house for events:
  • 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 refreshments 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
  • Event photography (training provided) 
• Other duties as assigned, including assistance with “all hands on deck” events.

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. 

• Experience with workflow/project management platforms (e.g. Asana)
• 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 
• 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
• Office and/or facilities management experience
• 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) 
• 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 Administrative Coordinator 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, but first preference will be given to applications received by July 18. We hope to hire by August 15 and to start this position full-time by Sept 2nd. 

The Loft is an equal opportunity employer.