Job Title: Administrative & Arts Engagement Coordinator

Location: Brick City Center for the Arts, Ocala, FL

Reports to: MCA Executive Director

Status: Full-Time | On-Site

Position Summary

Marion Cultural Alliance (MCA) seeks a professional, highly organized, and detail-oriented Administrative & Engagement Coordinator to keep operations running smoothly and provide direct support to the Executive Director. This critical team member helps advance MCA’s mission to champion, convene, and create opportunities for artists and nonprofit arts organizations by managing the administrative, financial, and operational needs of the organization — including our historic home at Brick City Center for the Arts.

This position requires strong bookkeeping skills, the ability to manage multiple responsibilities, and a warm, professional demeanor to welcome guests, serve members & patrons, and assist with gallery and event functions.

RESPONSIBILITIES:

Financial & Administrative Support

• Maintain day-to-day financials, including accounts payable/receivable, general ledger coding, and reconciliations
• Prepare monthly and quarterly financial reports (P&L, Balance Sheet, Cash Flow) for the Finance Committee and Board
• Assist in developing the annual operating budget and monitoring fiscal performance
• Process artist payments for gallery and Gift Shop sales
• Manage payroll and employee benefits
• Ensure compliance with fiscal policies and procedures
  

Executive & Board Support

• Provide administrative support to the Executive Director, including project coordination and document preparation
• Coordinate and manage all Board of Directors meetings, including scheduling, agendas, minutes, and recordkeeping
• Maintain MCA’s Board Book, annual documents, and board communications
  

Membership & Database Oversight

• Manage and maintain MCA’s membership program, renewals, records, and communications
• Maintain accurate and organized donor and contact data in MCA’s CRM (Network for Good)
  

Gallery, Events & Customer Service Support

• Provide front desk and gallery coverage during open hours as needed: greet visitors, answer questions, process art and gift shop sales
• Assist with event support including setup/breakdown, tracking sponsorships and ticketing
• Represent MCA at select programs and events with professionalism and hospitality
  

Building & Facility Oversight

• Serve as point of contact for the Brick City Center for the Arts facility, coordinating needs with the City of Ocala
• Manage office and facility supplies; coordinate maintenance and vendor services as needed
• Ensure the building is clean, safe, and welcoming for the public, artists, and partners
  

Additional Duties

• Maintain digital and paper files in an organized, secure manner
• Support volunteers, interns, and artists with onboarding and coordination
• Other duties as assigned
  

QUALIFICATIONS:

Education & Training

• Associate’s or Bachelor’s degree required
• QuickBooks and Excel certification or proven proficiency highly preferred

Experience

• Minimum 1–2 years in a related administrative, bookkeeping, or nonprofit role
• Familiarity with nonprofit accounting and budgeting best practices
• Experience working with boards, donor relations or supporting senior leadership a plus
  

Skills & Abilities

• Proficiency in QuickBooks, Excel, and Microsoft Office Suite
• Working knowledge of donor or membership management software (CRM - Network 4 Good) preferred
• Excellent organizational, time management, and problem-solving skills
• Clear and professional written/verbal communication
• Strong interpersonal skills, discretion, and ability to work independently
• Friendly, flexible, and resourceful team player

Work Environment & Physical Requirements

• This position is located on-site at MCA’s gallery and administrative offices above Brick City Center for the Arts
• Some evening or weekend hours may be required for MCA events or programs
• Must be able to lift 25 pounds and navigate stairs
• Occasional errands or local travel required; valid Florida driver’s license preferred
  

To Apply:

Please email your resume and cover letter to Jaye.Baillie@mcaocala.org. Applications will be reviewed on a rolling basis until the position is filled.