Administrative Operations Coordinator

StarHR • Buda, TX

1d • $36,000 • Onsite

About The Position

Inspired Minds Art Center is seeking a highly organized, dependable, and proactive Administrative Operations Coordinator to serve as the operational heartbeat of our organization. This is a people-first, detail-driven role that blends warm front-office hospitality with behind-the scenes administrative and operational ownership. At IMAC, we are process-focused creative problem solvers — we value how work gets done, not just that it gets done. The right person for this role approaches challenges with curiosity and brings thoughtful, creative solutions to a busy, ever-changing environment. We are a colorful, welcoming, and community-minded organization, and this role is central to delivering that experience every single day. You will be the first face visitors see, the voice that answers the phone, and the person who ensures that our spaces, calendar, and operations are running smoothly and beautifully. We value clear and consistent communication — and we need someone who embodies that. This person keeps information organized, deadlines met, and the team aligned without needing to be chased or reminded. Above all, we are looking for someone who is trustworthy and committed — someone who takes ownership of their role, follows through with integrity, and helps make IMAC a more reliable and joyful place to work and create. And because we are a growing organization, flexibility is essential: the ability to adapt, stay solution-oriented, and respond thoughtfully to change while staying grounded in our mission. The Administrative Operations Coordinator owns the day-to-day administrative, operational, and studio functions of Inspired Minds Art Center. This includes front desk and reception, calendar and space management for all IMAC programs and rentals, studio operations, registration data support, volunteer coordination, and systems management. This person will work morning hours on administrative tasks and be present at the front desk during public lobby hours from 1:00 PM to 6:00 PM. They will be the go-to person for keeping IMAC organized, responsive, and running smoothly across all areas of operations.

Requirements

• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Reliable follow-through and consistent ability to meet deadlines.
• Warm, professional, and welcoming customer service approach.
• Ability to manage multiple responsibilities in a busy, dynamic environment.
• Ability to work independently and take initiative without constant oversight.
• Experience managing multiple calendars, data entry, shared documents, and basic office systems.
• Computer experience required (Google Workspace, Google Calendar, Macintosh, Microsoft Office, etc.).
• Willingness to learn Sawyer Registration System, Hive Project Management, Claude and Gemini AI and VolunteerMark.
• Minimum High School Diploma or equivalent.

Nice To Haves

• Experience in office administration, operations, or front desk management.
• Experience coordinating volunteers, schedules, or community-facing programs.
• Experience in an arts, education, nonprofit, events, or small business environment.
• Experience creating or improving operational systems and procedures.

Responsibilities

• Front desk reception and visitor services during public lobby hours.
• Administrative coordination including communications, records, supply management, and internal logistics.
• Full ownership of the IMAC public calendar and all space scheduling, including classes, parties, rentals, off-site events, and other programming.
• Registration data entry and enrollment support using Sawyer, Wix, and Google Workspace.
• Studio operations management, including organization, supply oversight, and procedural documentation.
• Volunteer coordination, including recruitment, scheduling, training, and retention using VolunteerMark.
• Systems and process documentation to support consistent and efficient operations.
• Other duties as assigned by the COO.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED