Description

SUMMARY: The part-time Program Assistant will perform administrative functions for Prodigy Moves! cultural arts mobile program. The prime responsibilities include facilitating registration for Prodigy Moves! art classes through community outreach and recruitment, administering applications and assessments, and collecting and entering data into the Prodigy database. The position will contribute to Prodigy Showcases and collaborate on special projects and assignments as directed. While central programing location is in Tampa, this position is part of the mobile arts program and will be expected to also work occasionally across west central Florida counties. The position is 28 hours per week.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Core duties and responsibilities include the following. Other duties may be assigned. 

• Enter Prodigy youth enrollments and assessments into Prodigy’s database. 
• Assist Prodigy Moves Site Manager in maintaining a healthy, safe, and supportive classroom environment for youth and adult participants. 
• Provide support to Prodigy Moves Site Manager and Instructors by ordering classroom program supplies.
• May be asked to prepare presentations and/or department specific or project related presentations; taking minutes of meetings for distribution to management and other constituents as required.
• Establishes accessible and supportive relationships with partnering mobile locations and organizations. 
• Conducts youth assessments and maintains accurate records, data integrity and/or quality databases as required for specific departments or projects. 
• Perform administrative functions such as printing, filing, copying, classroom set up, collecting documents for data entry purposes. 
• Assists with special events planning as necessary and client relationship/contract compliance databases as required; assisting with mass electronic and print mailings as required. 
• Provides assistance to other administrative staff as directed. 
• Professionally represent the UACDC and Prodigy to a variety of audiences and interact effectively with external constituencies. 

OCCASIONAL DUTIES: Participation in company events and UACDC special events and activities.

SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities. 

COMPETENCIES To perform the job successfully, an individual should demonstrate the following competencies: 

• Customer Focus / Orientation Sub competencies: Customer Orientation. Sensitive & responsive to internal and external customer needs, demonstrates skills in customer service and satisfaction, maintains a positive attitude, willing to listen to customer problems & seeks solutions; stays in tune with changing needs of customers.
• Interpersonal Style Sub competencies: (Interpersonal Skills, Communication, Teamwork) Relates to people in an open, honest, sincere manner. Treats people with respect. Develops effective working relationships. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with supervisor, co-workers and direct reports.
• Self-Management Sub competencies: Adaptability, Reliable, Dependable, Self Sufficient, And Composure: Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Is comfortable working in a fast-paced environment. Is reliable, dependable & results oriented. Maintains productivity & composure under pressure. Views problems as opportunities to create new solutions.
• Thinking Skills Sub competencies: Problem Solving & Judgment. Diagnoses problems efficiently, gathers sufficient input before making a plan of action, quickly determines source of problem, identifies information needed to solve problems, and analyzes alternative solutions. 
• Administrative Skills Sub competencies: Detail Orientation, Planning & Organizing: Possesses ability to organize, plan and follow-through on multiple tasks, recognizes and attends to important details with accuracy and efficiency, effectively prioritizes work, establishes clear goals, tasks and plans, anticipates potential problems & analyzes alternative solutions. 
• Technical Aptitude/Proficiency Sub competencies: Learning proficiency: Picks up technical things quickly (i.e. learning new software); is good at learning a new industry standard or practice; policy or procedure; does well in technical courses technical courses, electronic training or reading technical materials to master a software package. 

 BUSINESS RELATED CONTACTS: Internal and external personnel.

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION AND/OR EXPERIENCE: High School diploma and/or associate degree or BA preferred with minimum of 4-6 years of experience in a related area or equivalent education and experience. Prior work experience in a non-profit organization and youth program development is an added plus. Prior experience in facilitating arts instruction to youth is required. Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Excellent communication and computer skills including all MS Office applications (Word, Excel, Outlook, PowerPoint). The ability to multi-task, strong problem solving, priority setting, organization and collaboration skills are required. Excellent proof reading and quality control skills are required, along with strong time management skills is a must. Must have flexible schedule and have the ability to be on the road in outreach area (7 counties in west central Florida). 

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Bi-lingual is preferred. 

MATHEMATICAL SKILLS: Ability to apply mathematical concepts. 

REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables. 

COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of Database software; Design software; Internet software; Order Processing systems; Outlook and Microsoft Office Suite, including but not limited to Spreadsheet, Presentation, relational database and Word Processing software. 

OTHER QUALIFICATIONS: 

• Willingness to participate in evening and weekend activities. 
• Some local travel required. Must have reliable transportation. 

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Disclaimer: Job descriptions are not meant to be all-inclusive and the job itself is subject to change. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.