Administrative Associate

Position Title:             Administrative Associate  

Position Level:            Associate 

Reports to:                 Director of Finance + Operations

FLSA Status:               Salary, Nonexempt, Full-time (32 hours per week) 

Hiring Range:            $29,000 - $31,500 

Prepared Date:          May 2025

About WMCAT 

The West Michigan Center for Arts + Technology (WMCAT) provides a culture of opportunity for people to make social and economic progress in their lives and community. We fulfill our mission through visual arts and tech engagement, workforce development and social enterprise. 

Position Summary 

The Administrative Associate is an integral member of WMCAT’s administrative team, maintaining the WMCAT physical space and front desk area.  The focus for this role is to welcome students and guests and answer phones.  The position supports the Director of Finance + Operations with maintaining WMCAT’s facilities and provides other administrative supports to the President + CEO and leadership team.

Are you a highly organized, friendly, and resourceful individual who thrives in dynamic environments?  WMCAT’s Administrative Associate is the welcoming face of our organization while supporting daily operations that make a lasting impact on our team, students, and community.

Essential Duties + Responsibilities 

Front Desk 

• Provide visitors and students with a friendly first impression of WMCAT by greeting guests upon arrival and handling a multi-line phone system 
• Gather and distribute mail including recording checks received 
• Coordinate President + CEO’s calendar and correspondence  
• Provide administrative support to the leadership team where appropriate 
• Provide full coverage of front desk during open business hours, in cooperation with the administrative team 

Facilities 

• Organize and manage the ordering of various supplies for staff and students 
• Maintain an inviting atmosphere and clean shared spaces 
• Coordinate facility and security needs with office building owner 
• Coordinate with cleaning contractor and other space-related vendors 
• Coordinate facility repairs and maintenance 
• File expense reports related to facility repairs and maintenance 

Technology

• Track inventory system for equipment and staff technology
• Serve as point of contact to IT service provider on behalf of staff
• Provide basic troubleshooting for tech concerns
• Help to develop best practices across the organization for effective communication and collaboration in Microsoft 365

Organizational Expectations 

• Maintain a commitment to the mission and vision of WMCAT 
• Demonstrate a willingness and desire to grow professionally, learn new skills, and contribute to a culture of inclusivity and equity.
• Desire to align with WMCAT’s values (listed below)

Preferred Experiences + Skills 

Could include some of the following: 

• Demonstrated experience in an office setting or related field 
• Strong proficiency in working with computers and various software systems, including but not limited to Microsoft Office suite 
• Love of providing administrative supports
• Ability to work independently and with initiative 
• Ability to prioritize multiple tasks 
• Strong written and verbal communication skills to connect with a diverse group of people
• Excellent organizational skills and desire to maximize efficiency in this role 
• Ability to communicate in Spanish is a plus 

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is regularly required to use hands to handle, or feel, and is frequently required to talk or hear. The employee regularly is required to sit, walk, stand, and reach with hands and arms. The employee is occasionally required to stoop, kneel, climb or crouch. The employee must frequently lift and/or move from 10-25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus. 

Additional Details:  

Recognizing there is leadership in every community, WMCAT is seeking candidates with diverse backgrounds and lived experiences. We are dedicated to hiring employees that reflect the communities we serve across race, gender, sexual orientation, ability, and socioeconomic status. No person shall be excluded from WMCAT services, employment or volunteer participation because of ethnicity, race, national origin, age, height, weight, genetic status, gender identity, sexual orientation, marital status, economic circumstance, veteran status, physical and/or mental abilities/characteristics, philosophy/religion, or any other status that is protected by State of Michigan or federal law or by local ordinance for those jurisdictions where WMCAT operates. 

WMCAT’s Values 

Design for Equity: Creating a world that works for all of us. 

Rooted in an understanding that systemic oppression is perpetuated by design, we center marginalized voices, consciously co-create solutions, and challenge unjust systems to provide equitable access to opportunity. 

Pursue Learning: Engaging the experiences and expertise around us. 

Acknowledging that we never “arrive” in our understanding, we engage each other, ourselves, and our community with curiosity and appreciation for diverse lived experiences, seeking out new ideas, more robust context, and opportunities for growth. 

Build Community: Curating belonging for collective good. 

Grounded in the belief that our humanity, prosperity and futures are interconnected, we intentionally create space for belonging, build authentic relationships, seek partnership in our collective work, and respect our shared context. 

Center People: Leading with empathy. 

Guided by the mindsets of equitable human-centered design, we seek the perspectives of and create solutions with those most affected, embracing the inherent value of each individual and prioritizing whole-person thriving. 

In-person, full-time at WMCAT: This position is in Grand Rapids, Michigan. The candidate should be comfortable working in-person. WMCAT's regular open to the public office hours are Monday - Thursday, 8 a.m. – 5 p.m.  This position is expected to work Monday – Thursday 7:30 a.m. – 4 p.m.

COVID-19 Vaccination Policy: All WMCAT employees are required to be fully immunized with the COVID-19 vaccination. 

Pay: Compensation within the listed hiring range is based on experience and nonprofit industry standards. Competitive benefits package provided, including: 

• 15 days of Personal Time Off (PTO) – vacation, personal, sick 
• 15 paid holidays 
• Birthday day off 
• Half-day Fridays during the summer 
• Simple IRA with employer match of up to 3% 
• Health Care Plan (Medical, Dental, and Vision), premium 65% (average) paid by employer 
• Life Insurance (Basic, Voluntary, and AD&D) 
• Paid Family Leave 
• Professional development and opportunities for personal growth