The Programs Assistant is an administrative position that supports our two program managers in creating artist and school contracts, and month-end invoices. This position will be partially remote (some travelling to local schools will be required) and begin as part-time with the potential to go to full-time.
DUTIES AND RESPONSIBILITIES:
-Understand and be able to talk about the wide variety of programs that AECSD offers including Discovery, Residencies (discrete, integration, and intervention), and Professional Learning, including format variations such as in-school, after-school, and summer programs.
-Create contracts with school districts and/or individual school sites, community venues, and professional teaching artists.
-Create, manage, and track monthly venue invoices in an accurate and timely manner.
-Track monthly teaching artist invoices, ensuring accurate payments.
-Maintain current records for individual program accounts, ensuring required documents and attachments are entered completely, accurately and in a timely manner.
-Maintain current records for Teaching Artists, with DOJ clearance, TB testing, business license, Mandatory Reporting, Insurance, and other relevant school district requirements.
-Assist with the distribution and collection of materials for teaching artists (i.e., timesheets, annual agreements, etc.).
-Assist with the distribution and collection of program data (pre/post assessments); help gather program documentation in the form of letters, sample artwork, pictures, videos, etc.
-Distribute and collect program photo releases, family informational letters, and program swag at all school sites, as appropriate.
-Represent AECSD as a dependable, collaborative, professional team member at all times.
SKILLS, KNOWLEDGE, AND ABILITIES:
-Excellent people skills, confidence, and maturity in developing and maintaining relationships; the ability to work well with a variety of constituents (artists, educators, staff) and diverse communities with a commitment to cultural sensitivity.
-Excellent computer literacy, the ability to learn software programs such as Salesforce and Kintone.
-The ability to learn how to execute complex contracts and invoices.
-Knowledge of Microsoft Office (specifically Outlook, Excel and Word) and Google Suite.
-Ability to juggle multiple projects concurrently.
-Detail-oriented, accurate, able to catch their own mistakes.
-Willing to learn, grow and adapt to changing requirements of school districts.
-Cooperative and team-oriented attitude.
-Tenacious, personable, diplomatic with the ability to maintain their sense of humor in stressful situations.
-Bilingual (English/Spanish) a plus.
EDUCATION AND EXPERIENCE:
-This position does not require a college degree, but a Certificate, AA or BA degree in business administration, computer science, or an art form is desirable.
-0-2 years’ experience in an administrative role.
For the complete job description and salary information, please visit: www.artsedsd.org/general-8.