Residential Workshop Administrator

  • Status: Part-time 
  • Location: Seattle, WA
  • Reports to: Residential Workshop Coordinator
  • Salary: $22-25/hour, commensurate with experience

About Clarion West

Clarion West is a 501(c)(3) non-profit speculative fiction writers organization focused on helping writers become successful, fostering greater equity and inclusion in the speculative fiction world, and bringing writers and readers together. Clarion West is best known for our residential six-week workshop held every summer since 1984. We also host one-day, weekend, and online workshops year-round and events that bring writers and readers together. 

Mission 

We support emerging and underrepresented voices by providing writers with world-class instruction to empower their creation of wild and amazing worlds. Through conversation and public engagement, we bring those voices to an ever-expanding community. 

Although there are fine science fiction and fantasy writers of all ethnicities, races, and genders, historically the field has reflected the same prejudices found in the culture around it, leading to proportionately fewer successful women and LGBTQIA+ writers, writers of color, and writers from marginalized backgrounds. We believe that these communities must be centered in the work we do. Hence, we encourage applications from people with these identities or who are members of other marginalized communities.

Overall Responsibilities

The Residential Workshop Administrator serves as a representative of Clarion West and shares workshop leadership and tasks with the Residential Workshop Coordinator, taking the lead role in tasks related to residential CW students. 

This is a part-time job with an estimated 120 hours from June–July and 30 hours per month the rest of the year. Some parts of this job can be done remotely, but the Administrator will need to be on-site for classes when scheduled.

Clarion West will not consider applicants for the 2022 Six-Week Workshop for this role at this time.

These tasks include but are not limited to:

General Residential Workshop Administration

(estimated 10–20 hours per month January–May and August–December)

  • Monitor Clarion West phone and email for residential workshop-related queries
  • Assist in instructor identification and selection
  • Assist in venue identification and selection
  • Assist Workshop Coordinator in updating application language, web pages, marketing language, and other aspects as needed

Six-Week Workshop Administration

(estimated 120 hours from June–July and 10–20 hours per month the rest of the year)

  • Assist the Workshop Coordinator on the Six-Week Workshop admissions process, including database liaison, application processing, acknowledgments, and status notifications
  • Help coordinate communicating with readers about the reading process and bringing on new readers (the Coordinator will assist in identifying readers)
  • Assist with communications with incoming student cohorts, including acceptance confirmations, deposit confirmations, scholarship notifications, setting up class listserv, updating, copying, and mailing student preparation packet
  • Manage communication with workshop waitlist
  • Create student tuition statements for preparation packet and for the bookkeeper
  • Compile student information regarding health, diet, room requests, and forward diet information to facility or caterers (when possible); reserve rooms as necessary
  • Update and print student orientation packet
  • Provide names for diplomas to art director
  • Take lead on move-in and move-out coordination (with classroom assistant/s or volunteers)
  • Take lead on student transportation coordination (with classroom assistant/s or volunteers)
  • Send student materials to instructors
  • Manage weekly instructor surveys and end-of-program surveys and participant data
  • Liaison with workshop graduates, including occasional parties at appropriate conventions
  • Attend preparatory trainings with workshop facilitator when appropriate

Workshop Oversight and Communications (in partnership with Workshop Coordinator)

(estimated 10 hours per month)

  • Accomplish tasks on the Workshop Timeline
  • Assist with all workshop logistics, including housing for instructors and students, move-in and move-out of students and instructors, and coordinate graduation day events
  • Help facilitate smooth classroom mechanics and provide preventative and situational student problem-solving
  • Help prevent and resolve student and instructor problems
  • Assist and advise students and instructors as necessary
  • Coordinate classroom set-up and supplies
  • Coordinate workshop thank yous, worker tips, and student surveys
  • Coordinate updating/printing/photocopying of workshop documents, including student stories

One-Day, Weekend, and Additional In-Person Workshop Administration

(estimated 10-20 hours per month)

  • Assist in planning Clarion West’s One-Day Workshop series in coordination with the Workshop Coordinator, other workshop staff, and Program Director
  • Staff assigned workshops in the winter, spring, and fall
  • Assist coordinator in sending instructor bios and class information to communications specialist for outreach efforts
  • Assist in contacting students with class information, updates, and coordination of class cancellation and reimbursements
  • With Residential Coordinator, keep ongoing list of potential one-day and other residential workshop instructors and manage flow of instructor scheduling
  • Prepare workshop information before assigned classes
  • Assist in managing on-site classroom management and/or coordinate volunteers for classroom management for every class
  • Manage class surveys and data from participants

Additional Qualities & Experience

Clarion West will consider applicants who do not meet all criteria but are willing to build in training and are a good fit for our organization.

  • Previous participation in writing education or writing workshops preferred
  • Strong organizational and time management skills
  • Ability to interact effectively with people from diverse backgrounds
  • Strong record-keeping skills and basic writing skills
  • Proficiency in the following: Microsoft Office Suite, G-Suite, WordPress, Zoom
  • Familiarity with CRM software, team management software, and similar resources preferred
  • Background or interest in speculative fiction a plus
  • Must be eligible to work in the United States
  • Understands and accepts other points of view and recognizes the value of different approaches

Physical Factors/Working Conditions

  • This is a part-time position
  • Involves non-regular hours

Application Process

To be considered for this opportunity, submit a letter of interest outlining your qualifications for the position and a resume to workshop@clarionwest.org. Please include your cover letter and resume as PDF attachments to your email and list the position title in the subject line of the email.

Benefits

Benefit package includes: sick leave and paid time off after the first three months.

Closing Date

Open until filled

Equal Opportunity 

Clarion West is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, national origin, sex, marital status, disability, sexual orientation, or other non-related work factor as protected by law.