Administrative Coordinator, 3Arts
POSITION: Administrative Coordinator
STATUS: Full-time
LOCATION: Chicago, IL (hybrid)
Organization Overview and Culture
3Arts is a nonprofit organization that advocates for women artists, artists of color, and Deaf and disabled artists working in the performing, teaching, and visual arts in the six-county Chicago area. Our investment in artists’ enterprises, agency, and wellbeing reflects an equal commitment to bolstering the creative spirit and wellbeing of every neighborhood in our city where they work and live. Our focus on justice and artists is designed to upend common systems of power by putting resources directly into the hands of the artists who propel needed and formidable ripple effects across our city.
Through unrestricted cash awards, project funding, residency fellowships, and professional development, 3Arts helps artists build momentum in their careers over time. Since 2007, 3Arts has supported more than 2,300 artists across all program areas, representing approximately 68% women artists, 73% artists of color, and 22% Deaf and disabled artists working in the six-county metropolitan area, and distributed $7.4 million through our grantmaking. In the past five year span (2019-2023), 3Arts has supported artists living in 104 local zip codes: 48 within the city limits, 39 within other Cook County neighborhoods, and 17 in surrounding counties (DuPage, Kane, Lake, and Will).
3Arts is a 110-year-old organization that was founded as The Three Arts Club of Chicago to support young women studying the arts—eight years before women had the right to vote. For 15 years, we have operated as an arts service and grantmaking organization with an equity-based mission rooted in our history of arts and social justice.
Our organization’s culture embodies creativity, responsiveness, collaboration, fluidity, integrity, and depth of purpose. Every member of our small staff is a representative of our mission, both behind and beyond our office doors. We strive to instill a balance between rigorous production and purpose-driven values, in which both organizational and sector-wide vision and advocacy are investigated and experienced. In each other, we value flexibility, good humor, openness, a collaborative spirit, curiosity, and positive energy.
3Arts is always evolving; we are looking for someone to join our four-person staff who shares our drive and can implement our mission and vision as part of a close-knit team.
Position Overview
The Administrative Coordinator (AC) plays a central role in sustaining the internal health and operational effectiveness of 3Arts. Working closely with the Executive Director, the AC supports all administrative systems and ensures compliance, transparency, and care in our interactions with artists, board members, funders, and community partners.
This is a full-time, salaried, exempt position with a broad portfolio of responsibilities including finance support, office and policy administration, board and event coordination, and accessibility. This is the
perfect position for someone who is a detail-oriented multitasker, enthusiastic about helping to build systems that support artists and organizational integrity.
Responsibilities
Organizational Operations:
• Ensure efficient and timely operation of day-to-day systems and processes
• Serve as liaison to legal counsel, consultants, auditors, accountants, and insurance providers
• Maintain and update all insurance policies and organizational records
• Facilitate onboarding processes for new staff and board members
• Track website updates and maintain CRM system (currently eTapestry)
• Maintain current and consistent organizational policies and procedures
• Conduct annual inventory of 3Arts-owned equipment and storage
• Securely dispose of outdated financial records and sensitive materials in accordance with document retention policies
• Coordinate annual staff sexual harassment prevention training
• Serve as the Accessibility Coordinator for 3Arts, ensuring all activities are accessible to Deaf and disabled artists
Finance Support:
• Collaborate with the Executive Director and external accounting firm to monitor the annual budget
• Coordinate with external accountants to manage accounts payable, perform monthly reconciliations, and maintain accurate financial records
• Serve as the primary contact for the annual audit and IRS 990 filings
• Track expenses and ensure due diligence in spending
• Maintain and update the Financial Policies & Procedures Manual annually
• Implement approval processes and sound financial controls
• Prepare financial reports as needed
Board of Directors Support
• Develop and maintain the annual calendar of board meetings and communications
• Coordinate logistics for board meetings, including materials, RSVPs, and follow-up
• Track and report on board participation in annual giving
Development & Programs Support
• Oversee timely distribution of grants and award payments
• Coordinate related communications and tracking for grantees
• Maintain and update the organization’s annual W.A.G.E. certification
• Ensure all activities and expenditures comply with relevant grant requirements
Event support
• Provide administrative and logistical support for the annual 3Arts Awards Celebration
• Manage ticketing, RSVP tracking, and day-of logistics
• Update relevant databases and communications materials in preparation for events
Core Competencies
• Mission alignment: A deep understanding of and commitment to the 3Arts mission and values
• Organizational skills: Ability to manage multiple systems, deadlines, and workflows independently
• Collaboration: Comfortable working closely with a small team and external partners
• Attention to detail: Strong administrative, operational, and data management skills
• Adaptability: Willingness to take initiative, troubleshoot, and learn new tools
• Communication: Clear, professional, and warm communicator with staff, board, and public
Experience & Qualifications
• 2 years of experience in executive administration, finance, operations, or related work
• Strong working knowledge of Microsoft Office Suite (especially Excel and Word)
• Familiarity with CRM systems and/or financial systems (eTapestry, QuickBooks, Bill.com, etc.)
• Lived experience and/or professional commitment to equity and accessibility in organizational contexts
• Comfort with learning new systems and digital tools
Salary & Compensation
This is a full-time, exempt position that offers a salary range of $50,000-$55,000, depending upon experience. Benefits include health, dental, and vision insurance; two weeks of paid vacation in the first year of employment, two weeks of sick time, plus paid time off from December 24 through January 1; 15 paid holidays and three personal days; paid parental leave; short term and long-term disability insurance; life insurance; an optional 403(b) retirement plan with employer match; and opportunities for professional development. 3Arts also has a sabbatical policy in place for all staff who have worked at our organization for at least six years. And more!
Working Conditions
3Arts does not have a traditional or permanent office. We work remotely and in person at Impact House, a co-working space located in the Loop. Applicants must be based in the area and able to commute to downtown Chicago as needed.
This position primarily requires work on weekdays, with occasional events in the evening or on weekends. Specific working hours are flexible.
3Arts is committed to supporting a diverse and creative workplace that reflects our mission and values.
Apply
Application materials include contact information, a PDF of your resume, and a PDF of your cover letter. Cover letters should describe the candidate’s interest in the position and qualifications in 400 words or less. Click here to apply.
The position will remain open until filled, but we do aim to fill it swiftly with an ideal start in September of 2025. We expect this to be a competitive process. We encourage candidates to submit application materials by August 29.
Due to our small team capacity, we will not respond personally to every application. However, all applicants will hear from us either to schedule an interview or when the position has been filled.
If you have any questions about the application process, application materials, or would like to request access accommodations, please contact JobOpp@3arts.org.
