Position: Registrar & Resource Administrator
Reports to: Executive Director
Compensation: $50,000 - $55,000, nonexempt, union position
Location: In person at the Hugo House facility in Capitol Hill
Schedule & Hours: 40 hours per week. Must be available to work on-site weekdays, as well as some evenings and weekends.
Start Date: As soon as possible
Position Overview:
We are seeking a Registrar & Resource Administrator to support Hugo House’s creative writing classes, events, facilities, and outreach efforts. This position is responsible for overseeing class registration and providing program and project-based administrative support for classes, partnerships, and facility rentals. It will also act as a backup for the programs and outreach departments. Tech proficiency is a must, as the work involves making changes to our WordPress website and interfacing with our Salesforce CRM. The ideal candidate is user-focused, data-driven, service-minded, creative, adaptable, works well on a team and independently, and has an interest in arts education and administration. Hours may include occasional nights and weekends.
Job Duties Include:
- Assist with quarterly class preparation and operation, including booking online classrooms, maintaining and updating the staff-wide programmatic calendar, monitoring class fill rates, communicating class cancellations, and managing payment plans
- Process refunds, class credits, and transfers, including applicable fees
- Audit class calendar for accuracy
- Manage education and general inbox
- Administer, collect, and organize instructor contracts
- Distribute communications about teacher training and updates
- Maintain a welcoming and reliable environment for students, teachers, and staff
- Ensure that classrooms and public facilities are clean and ready for use before and after classes; set up any technology needed
- Move or lift objects weighing up to 50 lbs in the office for various needs (boxes, classroom chairs, tables, etc.)
- Oversee website-related projects, including website maintenance, web editing, and coordinating with the web team
- Provide program and project-based administrative support to other departments, such as programming, outreach, and facilities
- Manage schedule and availability of internal resources, such as classrooms, volunteer shifts, Zoom credentials for online classes, etc.
- Serve as a backup for staff in the programs and outreach departments
Ideal Candidate:
- Self-starter, results-driven
- 4 years of customer service experience
- Strong interpersonal and communication skills
- Highly organized with strong attention to detail
- Familiar with project-management tools
- User-focused, data-driven
- Ability to read and analyze reports
- Proficiency with MS Office 365 Software, WordPress, WooCommerce, Salesforce, and Zoom
- Experienced with graphic design software, such as Canva, Adobe, or Affinity
- First Aid & CPR certification desired, but not mandatory
- Able to pass background check
Limitations and Disclaimer:
The above job description is meant to describe the general nature and level of work performed; it is not intended as an exhaustive list of all duties, responsibilities and required skills for the position. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with Federal and State laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities necessary to perform each duty proficiently. Continued employment remains on an “at-will” basis.
We especially encourage applicants from backgrounds that are not specifically arts-focused but who are eager to participate in and support our diverse community of writers. If you think you would be a good fit for the role, even if you don’t meet all the qualifications, we encourage you to apply!
Men typically apply to jobs if they meet about 60% of the criteria, whereas women and other marginalized individuals often only apply if they meet all the requirements. Traditional practices within the arts industry impose additional discriminatory barriers on people with marginalized identities.
We encourage applications who are historically underrepresented in literary arts administration. Hugo House is committed to becoming an antiracist organization and strives to remove barriers that might discourage any person from working here. It is Hugo House’s intent to maintain a diverse work force that represents our community. Our approach to diversity is intended to provide not only equal employment opportunities to minorities, women, and persons with disabilities, but also to recognize and value people with ethnic, cultural, and other differences, such as religion, ancestry, language, national origin, culture, age, gender, sexual orientation, and marital status.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
This position will be open until filled.
Position: Outreach and Events Coordinator
Reports to: Executive Director
Compensation: $50,000 - $55,000, nonexempt, union position
Location: In person at the Hugo House facility in Capitol Hill
Schedule & Hours: 40 hours per week. Must be available to work on-site evenings and weekends.
Start Date: As soon as possible
Position Overview:
We are seeking an Outreach and Events Coordinator to support Hugo House’s community events, facilities, and outreach efforts. This position is responsible for designing and managing in-house community programming and fundraising programs, coordinating and managing volunteers, assisting with space activation and community engagement, and cultivating and maintaining partnerships, all with an eye towards creating and maintaining revenue streams. This position requires deep knowledge of Hugo House programs and writerly needs, effectively connecting community members to appropriate programming. It also acts as a backup/support for the programs and admin positions when needed. Tech proficiency is a must, as the work involves making changes to our WordPress website and interfacing with our Salesforce CRM. The ideal candidate is user-focused, data-driven, service-minded, creative, adaptable, works well on a team and independently, and has an interest in arts education and administration. Working hours will include nights and weekends.
Job Duties Include:
- Establish and grow new relationships with a diverse range of community partners, locally, regionally, and nationally
- Identify and participate in outreach opportunities and public engagement events in the Seattle area
- Coordinate with partners for special events, before, during, and after events
- Build upon and oversee the existing volunteer program, with an eye toward inclusivity and engagement
- Schedule and manage volunteers to ensure coverage for education and outreach programs
- Design, execute, and oversee all innovative in-house programming, including fundraising events, with an eye towards maintaining and creating new revenue streams
- Collect and analyze event-related data, evaluating the success of events
- Design and implement marketing initiatives for in-house community programming and space activation
- Emcee events and coordinate necessary staffing
- Manage internal events calendar
- Create Salesforce and web listings for events
- Oversee tech and setup for in-house programmatic events, both on and off-site
- Coordinate book sales with partner bookstores
- Table for Hugo House at external events
- Serve as a backup for staff in the admin and programs department
Ideal Candidate:
- Self-starter, results-driven
- 4 years of customer service experience
- Strong interpersonal and communication skills
- Highly organized with strong attention to detail
- Familiar with project-management tools
- User-focused, data-driven
- Ability to read and analyze reports
- Proficiency with MS Office 365 Software, WordPress, WooCommerce, Salesforce, and Zoom
- Experienced with graphic design software, such as Canva, Adobe, or Affinity
- First Aid & CPR certification desired, but not mandatory
- Able to pass background check
Limitations and Disclaimer:
The above job description is meant to describe the general nature and level of work performed; it is not intended as an exhaustive list of all duties, responsibilities and required skills for the position. Employees will be required to follow any other job-related instructions and to perform other duties requested by their supervisor in compliance with Federal and State laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities necessary to perform each duty proficiently. Continued employment remains on an “at-will” basis.
We especially encourage applicants from backgrounds that are not specifically arts-focused but who are eager to participate in and support our diverse community of writers. If you think you would be a good fit for the role, even if you don’t meet all the qualifications, we encourage you to apply!
Men typically apply to jobs if they meet about 60% of the criteria, whereas women and other marginalized individuals often only apply if they meet all the requirements. Traditional practices within the arts industry impose additional discriminatory barriers on people with marginalized identities.
We encourage applications who are historically underrepresented in literary arts administration. Hugo House is committed to becoming an antiracist organization and strives to remove barriers that might discourage any person from working here. It is Hugo House’s intent to maintain a diverse work force that represents our community. Our approach to diversity is intended to provide not only equal employment opportunities to minorities, women, and persons with disabilities, but also to recognize and value people with ethnic, cultural, and other differences, such as religion, ancestry, language, national origin, culture, age, gender, sexual orientation, and marital status.
Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.
This position will be open until filled.