Administrative Assistant, Education & Training

Description

Job Title: Administrative Assistant, Education & Training

Department: Education & Training

Reports To: Senior Manager, Student Services. Temporarily reports to Director of School Administration

Compensation: $23 per hour

Classification: Full-time, non-exempt

Application Deadline: Open until filled

Job Purpose:

Under direct supervision, provides administrative support to the School and Education staff, and serves as a liaison between the department and its various constituencies (students, parents, faculty and visitors).

Job Duties And Responsibilities:

Department Administrative Support

• Provides administrative and project support to both the School and Education
• Answers inquiries (phone, email, and in-person); assists callers with questions regarding educational and School programming, enrollment, auditions; triages questions and issues to ensure positive outcomes.
• Maintains department staff and emergency contact lists.
• Maintains all accounts payable records for department, including petty cash reimbursements and monthly credit card statement reconciliation. Submits all cash and check requests for department.
• Liaison between the School administration, faculty and pianists and the Education teaching artists, musicians and administrative staff.
• Posts internal announcements and communicates relevant information to the appropriate parties. Distributes mail to staff and students as well as inter-office correspondence. Organizes office records and orders supplies as needed.
• Responsible for stocking office supplies and ensuring and office systems are working.
• Supports Education & Training Board Committee, including taking minutes and managing the agenda.
• Event and meeting planning/execution: Makes arrangements for room set-up and meal orders. Sets up and breaks down for events with support from facilities staff.
  
  

Student Services:

• Responsible for day-to-day recording of student attendance, with support from the School Assistants. Generates and maintains the attendance records. Provides regular cumulative attendance reports. Communicates with parents/students regarding excused absences and absenteeism.
• Supports Senior Manager, Student Services in scheduling wellness programs, doctors’ appointments, PT sessions, etc for students
• Works with Student Services and Residential Life teams to prepare for Summer Session
• Works with IT and E&T staff to ensure communications between families, students, faculty, and staff are seamless, including helping to research and manage new systems of communications as needed
• Performs other duties as required or assigned by supervisor
  
  

Qualifications

Internal Contacts:

• All department staff; Artistic Administration, Facilities Dept., IT, Finance
  
  

External Contacts:

• Parents, students, visitors, teaching artists, and the inquiring public
  
  

Educational Level And Focus:

• Bachelor’s degree.
  
  

Years And Type Of Related Experience Required:

• 1-2 years administrative experience with a focus on administration, communication, computer skills, including experience with social media. Interest in interacting with children, adolescents, and parents in an arts environment is preferred. Knowledge of ballet a plus. Safety and CPR certified (training provided if not certified). Satisfactory FBI and California DOJ background check is required.
  
  

Professional/Technical Competencies

• Communicates with internal and external constituencies both verbally, and in writing, in a manner that ensures clear and mutual understanding of information.
• Establishes and maintains effective relationships with students, families and volunteers by building rapport, listening and attending to their needs (when appropriate) and being easy to approach.
• Demonstrates tact and diplomacy in all interactions. Demonstrates appropriate treatment of sensitive or confidential information.
• Utilizes and maintains up-to-date knowledge of word processing, database management and social media platforms, including FACTS/RenWeb, Mindbody, Facebook and Instagram.
• Maintains documentation, files and work papers that are readily accessible and understandable by others.
• Prioritizes work to effectively balance multiple assignments and requests and communicates concerns to supervisor.
• Effectively and accurately proofs own work using contemporary business grammar, punctuation and spelling rules.
• Produces complete and accurate work products such as roll books, check requests, financial reports etc. for review by appropriate staff member.
• Faces difficult situations with tenacity and sensitivity.
• Actively listens to students’, parents’, faculty and staffs’ concerns and problems and helps provide appropriate solutions or referrals; follows up to ensure positive outcome.
  
  

Physical Demands:

• Work hours are 8:45-4:45 Mon-Fri with flexibility dependent on the daily class schedule. Occasional weekends and evening work will be scheduled in advance. Considerable amounts of typing, word-processing, and telephone work. Involves monitoring hallways and using office equipment on another floor. Ability to climb stairs. Ability to lift 30lbs.
  
  

Special Equipment Used:

• PC and software (Word, Excel, Outlook,
• Standard office equipment.
  
  

Physical Demands:

Position requires using word-processing and database systems, and also a flexible schedule to attend various donor-related events and meetings during Nutcracker and the repertory season. Ability to travel if necessary.

Special Equipment/Software Used:

Tessitura; Microsoft Office (including Teams and SharePoint); Adobe Acrobat; Asana; PC and standard office equipment, such as a printer and copier.

Application Procedure

NO CALLS, PLEASE

San Francisco Ballet Association is an Equal Opportunity Employer committed to employing a diverse staff. Qualified applicants with arrest and conviction records will be considered for the position in accordance with the Fair Chance Ordinance (FCO).

Organizational Profile

As America's oldest professional ballet company and one of the three largest ballet companies in the United States, San Francisco Ballet has enjoyed a long and rich tradition of artistic firsts since it was founded in 1933. SF Ballet performed the first American productions of Swan Lake and Nutcracker, as well as the first production of Coppelia, choreographed by an American choreographer. Guided in its early years by American dance pioneers and brothers Lew, Willam, and Harold Christensen, San Francisco Ballet currently presents more than 100 performances a year locally, nationally, and abroad. Under the direction of Tamara Rojo, the Company upholds and drives an international reputation as one of the preeminent ballet companies in the world.