Venice Arts seeks a hardworking, experienced, and efficient Administrative Assistant. Must be able to handle many responsibilities simultaneously while not compromising on their effectiveness. The Administrative Assistant must be detail oriented and willing to work hand in hand with a larger team in providing support and adaptive assistance whenever and however it is needed. Venice Arts’ community consists of many Spanish speaking families, thusly the Administrative Assistant must be fully English-Spanish bilingual, with a bicultural background preferred. Additionally, this person would be fully versed in Microsoft Office, with database (FMP) experience preferred, and Adobe Creative Cloud experience not required but a plus.
POSITION DESCRIPTION: ADMINISTRATIVE ASSISTANT
Working under the supervision of the Director of Education, and receiving day-to-day direction from the Program Coordinator, the Administrative Assistant is responsible for fulfilling Venice Arts’ administrative needs, and supporting youth and family engagement activities, as outlined, below. Specific responsibilities include:
Assure the maintenance of an effective and efficient office, maintaining and improving, as needed, administrative systems.
Provide reception, including checking messages each morning, answering phones, responding to enquiries.
Open and distribute mail.
Regularly review the supply inventory, ordering program and office materials, supplies, equipment to assure that they are stocked and available.
Support the annual audit and financial records maintenance.
Maintain the FileMaker Pro (FMP) database for administration and the Art Mentoring Program.
YOUTH & FAMILY ENGAGEMENT
Provide support to the Media and Program Coordinator with all facets of the thrice-yearly youth enrollment, including assuring that continuing student forms are reviewed, updated, and distributed in a timely fashion; new student enrollment packets are reviewed annually and updated, as needed; fees are collected at enrollment from paying parents; students are accurately entered into the database and hard folders are accurately filed with all pertinent information.
Track key enrollment activities, such as the return of registration and documentation materials, as well as fees from paying parents, according to Venice Arts’ policy from all students, current, past, or new.
Review student folders for accuracy and that they include all necessary income documentation, before filing.
Provides a Special Needs Log to the Director of Education that reflects IEPs, medical issues, or other concerns that should be communicated to the Lead Teaching Artist.
Youth and Family Communications
Implement youth and parent digital and print communications, translating as appropriate, to include, but not be limited to, Art Mentoring Program and Creative Pathways updates
Assure the workshop flyer is updated and accurate, is translated, proofed, and printed.
VOLUNTEER ARTIST–MENTOR ENGAGEMENT
Artist and Mentor Outreach
Distribute outreach materials (flyers, online and social media posts, etc.).
Set-up classrooms, assuring that teaching artists have the materials and equipment required.
Identify absences within the first 15 minutes of classes, making follow-up calls.
Assure that a mentor is assigned, in each class, to hand-out and receive back all equipment and to check that equipment is functioning, with all batteries and media cards.
Do outreach and/or reminder calls for special field trips.
Monitor student attendance, communicating regular absences, or other concerns, to the Director of Education and discussing with parents, if directed.
Calendar a timely reminder to staff to review and revise, as needed, the annual program evaluation survey.
Make changes to the survey in Survey Monkey, as required.
Provide Survey Monkey data to the Director of Education and Director of Grants for analysis and reporting.
Provide quarterly reports on student participation, attendance, retention, and demographic data.
EQUIPMENT, LABS, SUPPLIES
Assist in wiping computer drives and installing new or updated software at least once per year.
Outreach to faculty, in a timely manner, to assure that the Supply Order document is accurate prior to the beginning of each workshop cycle and order supplies.
Provide occasional IT support for the organization.
Oversee maintenance of the facility and van, including assuring that all maintenance and repairs are performed in a timely manner, acting as the liaison with parents/volunteers who perform repairs or provide cleaning or other services.
Provide other program or organizational support, as requested.
The ideal candidate must be extremely well–organized, detailed–oriented, and highly efficient. She or he must demonstrate prior experience working in an office setting managing multiple priorities in a calm and organized manner. Candidate must have excellent communications skills in English and Spanish, and be able to effectively respond to the needs of diverse people. Experience on the Macintosh platform and with Microsoft Office, required. Experience with database input and management a plus; Filemaker Pro experience a plus, as is experience with a range of arts software, and the ability to do minor repairs and facility upkeep.
As this position interacts regularly with mono–lingual, Spanish–speaking families, candidates must be fully bilingual Spanish-English, bicultural preferred.
This is a non-exempt, 40-hour full-time position. Starting salary is $33,280 per year; room for growth. Medical benefits, vacation and sick time accrual provided after successful completion of the initial, 90-day period. Standard hours are Tuesday-Friday, 10am to 6:30pm, Saturdays, 9-5:30, with a 30-minute lunch. Occasional evenings will be required. Must have a California Driver’s License in good standing.
Provide your résumé along with a cover letter highlighting relevant experience to firstname.lastname@example.org. Please: No phone enquiries or walk–ins. Additional information may be requested if an interview is scheduled. We are sorry, but we receive many applications for open positions and, consequently, cannot respond to everyone. Thank you for understanding.
Venice Arts is an equal opportunity employer.