Administrative and Membership Assistant

Job Title: Administrative and Membership Assistant

Location: Carlisle Arts and Learning Center (CALC)

Reports To: Executive Director

Employment Type: Full-Time, Tuesday – Saturday, salaried

Position Summary

The Administrative and Membership Assistant plays a vital role in ensuring that the Carlisle Arts Learning Center (CALC) is a welcoming, organized, and vibrant hub for creativity and community connection. This full-time position supports daily operations, assists visitors and program participants, manages communications and data systems, and contributes to CALC’s long-term success. As the public face of CALC during open hours, this role is central to maintaining the organization’s positive reputation and smooth, efficient operation.

Key Responsibilities

Visitor Experience & Public Relations

• Serve as the first point of contact for visitors, artists, students, and volunteers, providing a warm welcome and excellent customer service.
• Maintain up-to-date knowledge of CALC’s programs, classes, exhibits, and events, and communicate them clearly to the public.
• Support gallery openings, community events, and fundraisers by greeting guests, processing transactions, and assisting with logistics.

Administrative & Communications Support

• Oversee daily front desk operations: phones, email, mail, registrations, and general inquiries.
• Maintain accurate and up-to-date databases for class registrations, attendance, memberships, and donations.
• Draft and distribute thank-you letters, donor acknowledgments, and membership communications.
• Update CALC’s website regularly with current class offerings, exhibits, and organizational news.
• Assist with exhibit setup, including artist intake and labeling.
• Maintain the cleanliness and appearance of shared spaces; report maintenance needs promptly.
• Contribute ideas and solutions for improving administrative systems and visitor experiences.

Fiscal & Operational Support

• Process class registrations, sales, and donations using CALC’s POS and database systems.
• Reconcile cash and credit transactions daily and prepare reports for the bookkeeper.
• Track and enter membership renewals and contributions promptly and accurately.
• Monitor and order office and gallery supplies within approved budgets.
• Support fundraising campaigns by managing sponsor lists, donor data, and recognition materials.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Proficiency in Microsoft Office, Excel, and database or CRM systems (e.g., Square, Little Green Light, or similar).
• Excellent organizational, communication, and time-management skills with high attention to detail.
• Experience managing social media, website content, and basic marketing materials.
• Ability to manage multiple priorities with professionalism, flexibility, and follow-through.
• Team-oriented with a strong sense of personal accountability and community-mindedness.
• Commitment to CALC’s mission and inclusive, arts-centered culture.
• Valid PA driver’s license, reliable transportation, and ability to pass required clearances (Childline, PA State Police, FBI).

Work Environment

• Primarily onsite at CALC’s two-story facility; occasional offsite events required.
• Standard schedule: Tuesday–Saturday; occasional evenings for events and exhibits.
• Dress code: office casual; business casual for public events and receptions.
• Must be able to sit for extended periods, move between building levels, and lift up to 25 pounds.

Equal Opportunity Statement

The Carlisle Arts Learning Center (CALC) is an equal opportunity employer and welcomes applicants from all backgrounds. Employment decisions are based on qualifications, merit, and organizational need. Employee and candidate information is completely confidential.

About the Organization:

Carlisle Arts and Learning Center (CALC) is committed to offering extensive arts education programs to youth and adults, exhibiting powerful works of art, and bringing the community together through partnerships and collaborations. CALC brings the arts into the community and gives the community a voice. CALC welcomes every community member as it strives to make Carlisle a better place to live and work through the arts.

Vision Statement: Carlisle Arts and Learning Center changes lives and strengthens the community through the power of art.

Mission Statement: Carlisle Arts and Learning Center inspires individual growth and community engagement through the arts.

To apply, please submit your resume, cover letter, and

salary expectations to info@carlislearts.org.

CALC offers a flexible work environment with 9 holidays annually, a generous vacation package, and opportunities to participate in CALC's class offerings at no cost.