Job Title: Superhero Administrative Scheduler supports nonprofit's mission to provide the benefits of creative art therapies and social robotics to older adults and people of all ages with challenges.

We are seeking a super-talented people-person with specific scheduling experience and expertise, a real desire to commit to the mission and a calm, cheerful, personality.

Job Status:

• Part-time, Independent Contractor position; 1099/no benefits.
• Flexible combination of remote work and in-person office work (twice a week); approximately 8 - 12 hours per week total to start.
• Four week training period begins immediately.

Reporting Structure: Superhero Administrative Scheduler will report to the CEO.

Payment:

• Starting rate: $15 per hour. Increases occur with a successful completion of 3 months.

To Apply:

• Interested applicants should submit a resume, cover letter, and 3 references including your most recent supervisor.

About the Organization

• Fine Art Miracles Inc, is a well established 501(c)3 nonprofit, with a mission to improve the lives of people of all ages with various challenges, using creative art therapies and social robotics. We are seeking a talented, patient and passionate Assistant, to take on the responsibilities of scheduling new and existing clients, making changes to the schedule when necessary (daily!) and keeping accurate calendars covering all client services for Western PA and Western NY.
• Fine Art Miracles offers the benefits of Fine Art Lessons, Art Therapy, Music Therapy, Musical Engagement, Dance & Movement Therapy, Pet Therapy, Drumming Exercise, Sound Healing, Multi-Sensory Sessions, BABYbot Visits and FAMbots (Social Robot Enhanced Learning), all in-person, to some of our communities’ most vulnerable members at home and in nursing facilities.

Job Duties and Expectations:

Scheduling:

• Check emails, messages daily to make necessary changes to the Calendars.
• Meet with CEO and Administrative Assistant weekly to confirm schedule.
• Check the monthly Lineup Sheets daily for accuracy and to make sure staff is prepared and ready for the week's classes/sessions. Contact those who have not completed their documentation on the Lineup Sheet to confirm their availability.
• Manage the Annual Rescheduling Process for all existing clients, beginning in Aug. each year.

New Scheduling/Outreach:

• Use HubSpot (the easiest CRM ever!) for outreach and documentation of client and prospective client communication.
• Handle Client and Teacher/Therapist Scheduling via Google Docs, on an on-going basis.

Additional Duties:

• Assist CEO with special projects and initiatives in an administrative role when requested.
• Attend any all-Staff Meetings. (Super-fun!)
• Maintain professional interaction with co-workers, professional contacts, families, and other points of contact necessary to conduct business.

Requirements and Qualifications:

• Bachelor’s Degree necessary; Master’s Degree a plus.
• Competent with Google Drive, Google Documents.
• HubSpot knowledge or experience a plus!
• Excellent and effective written, verbal, and nonverbal communication skills.
• Ability to telephone clients and prospective clients with ease.
• 2 years experience in administration, scheduling.
• Proficient computer skills; must possess a laptop—Mac preferred.
• Strong collaboration skills.
• Ability to multi-task, prioritize, use initiative and manage time effectively.

AN EQUAL OPPORTUNITY EMPLOYER

Job Types: Part-time, Contract

Pay: $15.00 - $22.00 per hour

Expected hours: 8 – 12 per week

Benefits:

• Flexible schedule

Application Question(s):

• Are you comfortable calling facilities and directors?

Experience:

• Nonprofit Administrative: 2 years (Preferred)
• program scheduling: 2 years (Preferred)

Work Location: In person