Fine Arts Program Administrative Assistant

DEPARTMENT: Fine Arts

REPORTS TO: Fine Arts Director/Fine Arts Team

SALARY: Based on grant funding

PURPOSE

To support students enrolled in the Davis feeder pattern and their parents in their preparation for college access and college success through fine arts and arts integration. This position provides clerical and administrative support for the management of the Fine Arts Department and its programs.

PRIMARY RESPONSIBILITIES

Greets guests and manages the department’s hospitality interests
Be responsive to teachers’, students’ and parents’ inquiries and needs about the fine arts program.
Maintains records of teacher and student attendance at fine arts events.
Provides administrative support to the Fines Arts Department and the Director
Maintains the departmental calendar including schedule of performances, rehearsals, programs, trainings, festivals and other meetings
Answers phones, responds to inquiries and takes messages
Gathers, opens, delivers and manages departmental mail needs
Manages incoming and outgoing faxes and deliveries
Makes copies, prepares informational packets
Types memos, letters and other correspondence
Takes minutes as neededMaintains an inventory system and purchases office and other departmental supplies
Organizes and manages office files
Coordinates and manages departmental time sheets
Manages and updates various departmental databases and documents, including report retrieval
Arranges bus transportation for student programs and activities
Coordinates translation services for the department
Updates student records and contacts students and parents via email, phone and mail regarding program and enrollment information, ensuring appropriate compliance with program guidelines
Assists in maintaining and organizing the photographic record of program activity
Assists in the preparation of meetings, trainings and programs
Assists with the coordination of the Fine Arts events
Collaborates with other program partners as needed to conduct the work of the department
Participates in various Project GRAD meetings and events
Assist with fund raising efforts as directed.
Other duties as assigned

PRIMARY CONTACTS & PURPOSE

Fine Arts Director – work supervision, planning, and guidance
Fine Arts Team – collaboration for fine arts projects and products
Parents /Students– respond to questions and provide input to Fine Arts Team

EDUCATION & CERTIFICATIONS

A high school degree is required; a Bachelor’s degree is preferred.
Microsoft Office certification/experience is desired.

EXPERIENCE

Three to five years experience serving as an administrative assistant or
Experience in similar position

SKILLS

The ideal candidate will have excellent interpersonal skills, be punctual, reliable and be accustomed to working with a wide range of individuals from varying backgrounds, including parents, teachers, school administrators, artists and children at the Elementary and Middle School level.
Excellent computer skills and proficiency with Word, Excel, Outlook, PowerPoint and Access is required.
Bilingual (Spanish) candidates are highly desired.

WE OFFER

Competitive pay and benefits.

Inquiries, please contact jobs@projectgradhouston.org