What are the responsibilities and job description for the Fine Arts Administrative Coordinator position at External Job Board?
Ravenscroft School, an independent, co-educational day school in Raleigh, NC, with approximately 1,250 students enrolled in grades PreK-12.
We are looking to welcome a Fine Arts Administrative Coordinator into our community of educators that actively strive to be diverse, equitable and inclusive. Our candidates should demonstrate empathy, knowledge and an understanding for the diverse backgrounds in our community; place an importance on genuine and authentic connections with students, faculty, staff and parents; be able to work collaboratively with team members of diverse backgrounds; and have the capacity to model an attitude of unyielding curiosity and a growth mindset.
REPORTS TO: Director of Fine Arts
The Fine Arts Administrative Coordinator provides confidential, consistent and professional support to the Director of Fine Arts and the Fine Arts faculty. Possessing excellent organizational, communication, and interpersonal skills, and an ability to anticipate the needs of the office, the administrative coordinator takes initiative and positions the Director of Fine Arts to be a warm, positive, organized, and successful leader of the Ravenscroft community.
WORK HOURS AND EXPECTATIONS:
Non-exempt 12 month administrative position; involves working early/late as needed
PRIMARY RESPONSIBILITIES:
- Maintain and coordinate calendars for the Director of Fine Arts, the department, the facility and the Fine Arts Association, which includes scheduling meetings, events and usage of facility space
- Request and maintain setup forms for all events and rehearsals in facility space
- Screen and direct all phone calls and inquiries for Fine Arts
- Process faculty leave requests and coordinate substitute teaching needs; contact substitutes, coordinate lesson plan delivery, assist substitutes in finding needed materials, supplies, etc.; substitute in classes when needed, to include running rehearsals
- Enter payroll for both faculty and substitute teachers
- Maintain business needs, ie: order and distribute supplies, coordinate office equipment repairs, submit check requests, and manage and reconcile school credit card receipts
- Assist in planning and coordinating Fine Arts aspects of divisional and All School events
- Coordinate the creation, editing, content, publication, and distribution of the Fine Arts booklet; correspond with past, current, and future advertisers
- Responsible for creating and printing Fine Arts event programs, signage, and QR codes
- Coordinate department visitation guests, schedules, and reports
- Assist Director of Fine Arts in providing logistical support and overseeing financial consideration for performing ensembles trips, master classes, special events, and visual arts residencies
- Maintain accounts payable and receivable for the department and agency accounts, as well as Fine Arts endowments and restricted gifts
- Responsible for creating presentations, reports, correspondence, etc for the department
- Assist with processing applications, scheduling auditions, and all correspondence for scholarship recipients in regards to responsibilities and timelines
- Responsible for scheduling maintenance and tuning for all pianos
REQUIRED EXPERIENCE, KNOWLEDGE, SKILLS, AND CHARACTERISTICS:
- Background in visual or performing arts
- Able to keep and maintain confidences regarding students, families and faculty
- Organized, efficient, and accurate with administrative tasks
- Warm and welcoming personality
- Strong interpersonal skills
- Excellent communication and collaboration skills; tact in dealing with parents, faculty, staff and students
- Experience and confidence using technology with an emphasis on Google Apps for Education (Google Docs, Forms, Sheets)
- Ability to anticipate the needs of others and take initiative when needed
- Ability to exercise good judgement and comply with School standards
- Demonstrates the competencies in the School’s Citizen-Leader Framework
- Flexibility in work schedule, as needed
- Willingness to collaborate with other divisions and departments, and accept additional job duties as assigned
- Must be able to meet physical requirements of the position which includes moving tables, chairs, and equipment
EDUCATION REQUIREMENTS:
- Four-year degree or equivalent education and or experience required; three to five years of administrative experience required with experience in education preferred
