The Outreach Administrative Assistant is a part-time position working 20-25 hours per week, with the opportunity to transition into a full-time role. This position reports directly to the Interim Director of Education and will provide a full-range of administrative support.
General Office Support
Preparing correspondences and mailings as needed for the Interim Director of Education.
Scheduling appointments and arranging meetings/site visits with school principals, coordinators, and arts liaisons both current and prospective.
Using scheduling tools such as Doodle to coordinate availability among full roster of Teaching Artists for quarterly Professional Development workshops, and assisting with the preparation of materials for and set up of such meetings.
Evaluating applications and scheduling interviews with prospective Teaching Artists.
Prioritizing emails in order of importance. Responding to urgent emails promptly and professionally according to internal protocols.
Updating monthly invoicing reports and updating budgets.
Assisting with assembling information for grant applications.
Interfacing with Marketing and Graphics departments for printed materials, website updates and social media presence on behalf of the Outreach department as needed.
Creating and Maintaining Outreach Google Calendar reflecting office hours, meetings and departmental events.
Attending weekly staff meetings with all BAC departments and presenting updates on behalf of the Outreach department, partnering organizations, and Teaching Artists.
Organization of supplies, scheduling with Teaching Artists, coordinating supply pick-up, and purchasing of supplies.
Other duties as assigned.
Contracts and Documentation Support
Supporting the generation of contracts, invoices and proposals for schools and partnering organizations and gathering inquiry details from prospective partners.
Creating contracts for Teaching Artists by inputting specific details relating to each partnership, and distributing, collecting and filing these contracts in a timely manner.
Gathering, proofing and submitting Time Sheets from Teaching Artists for bi-weekly payroll, and emailing reminders with updated templates and detailed instructions for completion.
Organizing and updating employee files with current information, and handling sensitive/personal information while maintaining employee files.
Updating fingerprinting databases and organizing when to renew with Teaching Artists.
Copying and filing paperwork as needed, organizing current records and maintaining all documentation on internally shared Google Drive.
Maintain shared spreadsheet with complete Teaching Artist roster and master quarterly schedule with artists’ placement at all schools and partnering organizations.
Summer Arts Camp, Events and Off-Site Support
Coordinating six 2-week Summer Arts Camp sessions at the BAC with a rotating schedule of participants, Teaching Artists and Assistants in collaboration with other BAC staff as need.
Assisting in preparation and execution of departmental events (such as the annual Performing Arts Showcase and Gallery Reception), including but not limited to logistics planning and purchasing materials/supplies, as well as organization-wide annual fundraising events.
Attending partnering organization events as needed, and documenting student performance and Teaching Artist involvement through photos and/or video.
Performing occasional site visits to observe Teaching Artists working directly with students, noting strengths/opportunities and providing constructive feedback to Teaching Artists.
Bachelor’s Degree Required; Advanced Degree Preferred
Strong verbal and written skills to effectively communicate with prospective and current partners, guests of the Beverly Arts Center, and parents of students. The successful candidate should be comfortable communicating/talking, answering questions, and improvising in the moment to obtain successful outcomes via verbal communication.
Advanced skills using database systems and Microsoft Office (Word, Excel, PowerPoint).
Ability to calculate totals on Time Sheets and budgets.
Detail-oriented, able to work both independently with minimal supervision and collaboratively with colleagues in a team environment.
Ability to multitask, keeping on-going projects moving forward, while starting new projects.
Good judgment in handling sensitive and confidential information and situations.
Strong attention to detail, problem-solving, and analytical skills.
Prior experience in a non-profit organization; experience working in association with CPS schools and suburban schools a plus.
Accurate data entry and ability to proof own work.
Ability to maintain cordial, professional, and service-oriented relationships with principals, coordinators, Arts Liaisons, customers, parents, board members, vendors, staff, and interns.