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The Administrative & Operations Assistant has duties primarily in office support, technology support, program support, development support, and supporting events (i.e. annual Student Showcase). They are the first point of contact for the Workshop, work collaboratively across the organization, and provide staff support.
Performing Arts Workshop is a nonprofit organization established in 1965 with a mission to help young people develop critical thinking, creative expression, and essential learning skills through the arts. The Workshop brings arts instruction to more than 4,500 students ages 3-18 each year. Our artists conduct 11-60-session residencies in world dance, music, spoken word, poetry, theater arts, and media arts.
We believe that access to sustained, sequential instruction in an art form should be part of every young person’s education and development. Because of glaring economic and race-based disparities in such access, we advance equity by prioritizing partnerships which allow us to work with historically underrepresented groups including low-income communities and communities of color.
Performing Arts Workshop aspires to be a leading organization in arts education. We cannot achieve this without realizing our core values of both inclusion and excellence. This requires sustained focus on equity in all our efforts to recruit, hire, promote, and retain an exceptionally well-qualified staff. Previous administrative assistants have grown into other positions at the Workshop, with areas of focus in program and development.
Responsibilities
General office support: Serve as primary office greeter for visitors and phone calls; manage office calendar and special projects calendars; handle and direct incoming and outgoing mail; manage office supply inventory and ordering; manage outside vendors and contracts, e.g. tech support, utilities (phone, internet), copy machine, project specific experts (as needed); maintain office equipment; maintain office space tidiness; general office management needs as assigned
Accounting: Manage accounts payable using Bill.com. Manage petty cash box and record keeping, as well as reconciling in Quickbooks.
Student Showcase and other events include:
Outreach to and supervise volunteer workers and assist with program
Oversee solicitation of corporate support, and manage event contracts
Draft and execute event communications and develop event marketing collateral
Marketing and communications support: Responsible for the production of seasonal e-newsletters, internal bimonthly emails (“Workshop Flash”), blog posts, website updates, social media strategy and implementation, and maintenance of a marketing editorial calendar
General staff support: Manage the Workshop staff meeting calendar and order meeting food; maintain staff contact lists; support office staff as needed with photocopying, collating, mailing, scheduling, note taking, and correspondence
Program support: Manage arts supplies and tech equipment for Visual Media Arts programs, including online ordering, physical organization in the office, and careful budget tracking for grant spend downs.
Development support: Assist with administrative work for fall and spring campaign, as well as special projects.
Board support: Assist the executive director in coordinating and planning board meetings and events; order food and refreshments for board meetings and retreats; take minutes and notes at board meetings; maintain board contact, committee, and email lists
Technology support: Act as an administrator for the Workshop’s Salesforce, Mailchimp, Google Apps and general info email account; manage the tech support vendor; troubleshoot tech issues for staff when necessary; monitor the Workshop’s Survey Monkey account for internal use
Special projects: Manage or assist with special projects as designated by the executive director and/or other senior staff
Requirements
Proven ability to work independently and take initiative in decision-making and problem-solving
Willingness to manage small tasks (e.g. clean-up duties) and skills to lead on large projects (e.g. event management, operations processes and analysis)
Excellent attention to detail and ability to manage multiple ongoing tasks
Personal connection to an equity and social justice-based mission
Excellent written and verbal communication and interpersonal skills, including sense of humor and calm under pressure
Knowledge of computer applications, including Windows, MS Word, MS Excel, and Google Apps
Commitment to work in a fast-paced nonprofit environment that also values work/life balance
Demonstrated ability to coordinate multiple people to achieve tasks
Experience addressing the technological and physical needs of an office or other environment
Exceptional Qualifications:
Knowledge/experience with web-based software; preference for Salesforce, Mailchimp, and Adobe Creative Suite (InDesign) applications
Project management experience
Knowledge of social media (Facebook, Twitter, Instagram, Wordpress, LinkedIn) and best practices
Interest in professional development and growth
Knowledge of and interest in the Bay Area arts education community
Languages spoken: Spanish, Cantonese, Filipino/Tagalog
How to Apply
This is a full-time, hourly position at 40 hours per week. Salary is $26.44 per hour and includes medical and dental benefits. The nature of the position requires on-site presence for the work week.
Performing Arts Workshop
768 Delano Ave.
San Francisco, CA 94112
How to Apply:
Interested applicants may submit a resume and a one-page cover letter by email to info@performingartsworkshop.org. Cover letter may include information on what qualifies you for this position; what interests you about the position; and what connects you to the Workshop’s mission and to social justice work. Only full applications will be reviewed.
Candidates advancing through the interview process may be asked for references. The Workshop will make accommodations for references in multiple languages and references from hearing and visually-impaired individuals.
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Posted on July 17