Program Assistant

Who We Are: 

GlassRoots sparks change and enables growth in individuals and communities through the  transformative power of glass art. Building skills, igniting creativity, inspiring confidence and  impacting economic vitality 

GlassRoots is a 23-year old art and education center, located in Newark’s newly-designated Arts  and Education District in Downtown Newark. Last year we reached over 5,000 individuals  through field trips, artist residencies, afterschool clubs, classes for adults, teambuilding,  community events, and more. A list of current GlassRoots programs can be found on our  website: www.glassroots.org. 

GlassRoots is growing and will expand to a larger space in 2025 (nearly 10,000 square feet!).  This will double the current location's square footage while staying rooted in the Newark  Downtown community and the founding principles of expanding arts access for the BIPOC  urban community in which we reside. The expansion will allow us to build a new facility with  new equipment, expand our programming, and solidify GlassRoots as an anchor arts center in  northern New Jersey serving the entire region.  

Our new Program Assistant will be an integral member of the team that brings these programs  to life every day in our studios.

Who You Are: 

As the Program Assistant for an arts and education non-profit, you will be charged with  sparking change!–by supporting GlassRoots’ mission and programs.  

This is a role for a highly-organized multi-tasker who is excited to begin a career in the arts  and/or nonprofit management. The position includes opportunities for growth. As you  become an expert at administrative and logistical tasks, you will have the opportunity to  become more involved in program development and leadership.

What You’ll Do: 

You will work closely with the Director of Programs to bring the GlassRoots mission to life.  You will be the key administrative and logistical support for programs for youth, young  adults, teams, adults, and artists. Tasks include, but are not limited to: 

• Serve as the main point of contact for inquiries about GlassRoots programs.

• Schedule groups, field trips, and team-building events via email and phone.

• Work with the Director of Programs to produce 30-40 public programs per semester.  

• Create schedules and registration portal information in Xola (the registration software).  Assist clients in booking their classes and events.  

• Create and process gift certificates. 

• Work with the Director of Programs to produce all school-related programming onsite  and off-site. 

• Conduct art supply inventory.  

• Order and receive supplies. 

• Prepare supplies for classes and programs. 

• Organize and maintain demographic data sheets in Excel. 

• Oversee evaluations of programs using SurveyMonkey, following our evaluation  protocol. Generate evaluation reports.  

• Participate in events including street fairs, festivals, and open houses. • Participate in staff meetings. 

What You Bring: 

We are looking for a creative, passionate, collaborative person to join our team. Someone who  is excited about the potential of the arts to spark change in Newark, in our neighborhood, for  our youth. 

• Bachelor's degree or equivalent experience. 

• Internship or other evidence of professional interest in arts administration, arts  education or nonprofit administration. 

• Must be able to maintain complex schedules both in Google Calendars and registration  systems. 

• Ability to follow instructions and complete tasks with minor supervision.

• Proficient in Microsoft Office (including Excel) and Google Workspace including  Calendar, G-drive, etc. 

• Strong organizational skills, with the ability to manage multiple projects and meet  deadlines. 

• Customer service-oriented with experience in client management and relations. • Client database management skills. 

• Must be able to pass a state-issued background check.

• Must be available to work evenings and weekends. Currently, the schedule for this  position is Tuesday-Friday, 10:30-6:30. Some evenings and weekends as needed for  event management. 

You will describe yourself as someone who has the following qualities: 

• Attention to detail. 

• Self-starter who takes initiative.  

• Positive collaborative attitude. 

• Effective communication skills. 

• Eager to learn. 

This is a “wish list.” We understand that every candidate will not possess all of these  qualifications. If you have many of these qualifications and can imagine yourself in this  position, please apply.