FWSP ST Clerical (Off-Campus) - Edmond Fine Arts

This is an off-campus, Federal Work Study Program (FWSP) student clerical position serving as the Front Desk Administrative Assistant with Edmond Fine Arts. As the first point of contact for visitors, students, and callers, this role is essential to creating a welcoming and professional environment. You will gain experience working in a nonprofit arts organization, professional customer service and administrative experience, exposure to event planning and community engagement, training in office software and nonprofit management systems, mentorship from experienced nonprofit professionals, and the opportunity to build transferable skills in communication, organization, and problem-solving.

Schedule

• Up to 25 hours per week during fall and spring semesters.
• Up to 35 hours per week during summer semesters and breaks.
• Required hours: Monday–Thursday, 3:00 PM–7:30 PM.
• Flexible hours: Friday, 9:00 AM–1:00 PM (not required).
• Opportunity for additional hours beyond the required commitment.

Responsibilities

• Greet and assist clients, students, and visitors with a warm and professional demeanor.
• Answer and direct incoming phone calls; take and relay accurate messages.
• Maintain a clean, organized, and welcoming front desk area.
• Sort and distribute incoming mail and deliveries.
• Monitor office and classroom supplies; track inventory and relay supply needs.
• Restock classroom materials and support supply distribution for instructors.
• Assist with general administrative tasks such as data entry, filing, copying, and scanning.
• Provide event support for gallery openings and special events (e.g., set up, guest assistance).
• Assist staff, instructors, and department heads with administrative tasks as needed.
• Communicate important updates to staff, families, and the general public when needed.
• Update the classroom schedule posted outside each door daily before leaving.
• Assist with student registrations and customer inquiries using Sawyer software.

Requirements

• High school diploma or equivalent required.
• 1+ year of experience in a front desk, receptionist, or administrative role preferred.
• Must meet Federal Work Study Program (FWSP) eligibility requirements (awarded work study through the Office of Financial Aid & Scholarships).
• Enrollment requirements:
  • Fall/Spring Semesters:
    • Undergraduates: minimum 6 credit hours (full-time for F1/J1 Visa students: 12 credit hours).
    • Graduates: minimum 5 credit hours (full-time for F1/J1 Visa students: 9 credit hours).
  • Summer Semester:
    • Regular student positions: minimum 3 summer credit hours or enrolled in the upcoming fall semester.
    • FWSP positions: minimum 6 credit hours (undergraduate) or 5 credit hours (graduate).
  • Final-semester students with fewer than the minimum required credit hours must provide a letter from their Academic Advisor confirming remaining hours and anticipated graduation date.

Skills

• Strong communication skills—both verbal and written.
• Excellent organizational skills with the ability to manage multiple tasks at once.
• Comfortable using Microsoft Office (Word, Excel, Outlook) and general office equipment.
• Creative thinker with a passion for the arts and community engagement.
• Positive attitude, friendly, and a team-oriented mindset.
• Reliable, punctual, and eager to learn.

Physical Demands

Reasonable accommodation, in accordance with ADA requirements, may be made upon request to enable individuals with disabilities to perform essential functions.