Fine Arts Administrative Assistant

The Role and Function of the Fine Arts Administrative Assistant

The Fine Arts Administrative Assistant provides essential support to the Fine Arts Department, ensuring smooth operations and efficient management of administrative tasks. This role requires a combination of organizational skills, attention to detail and a passion for the arts. The Fine Arts Administrative Assistant plays a crucial part in the facilitating communication, coordinating events and supporting faculty, staff and students within the department.

The Positional Responsibilities

• Create and maintain the yearly master travel calendar with all Fine Arts travel dates.
• Update and maintain the performance calendar for the Fine Arts Department.
• Create, maintain and oversee PandaDoc stipends with the Director of Fine Arts.
• Facilitate all aspects of trip planning with fine arts teachers. This includes:
• Work with Fine Arts teachers and accounting to create a budget and establish a payment plan if appropriate for the trip. May include: procure tickets for events/outings/registration, plan/book hotel accommodations, work with Student Transportation Dept. to procure school transportation, plan accommodations for the bus driver, communicate with travel agents/groups.
• Ensure insurance information is documented from students for chaperone access in Crusader Connect.
• Meet with Fine Arts teachers prior to beginning trip planning, and work with the coordinating teacher to create trip information/itinerary to send to the students/parents.
• Work with coordinating teachers to communicate expectations to the chaperones and submitting per diem information.Fill in the amounts and submit the per diem forms,along with all of the supporting documentation (flight info, hotel info, itinerary, and GSA.gov worksheet).
• Being on-call to resolve trip issues.
• Upload all invoices/receipts to Docuware. This includes auditing each trip with accounting to ensure that each trip paid for itself and issue any refunds or transfer of funds for negative balances.
• Complete all Crusader Connect forms for the fine arts.
• Managing supply orders for Fine Arts Department (including Blick, Amazon, etc.)
• Liaison between the Finance and Fine Arts departments
• Upload all invoices/receipts to Docuware for approval by Director of Fine Arts and\or Principals for all Fine Arts needs.
• Create & assist in maintaining the Conservatory Requirements system for students and teachers.
• Maintain standards in an organized structure for teachers and conservatory leaders
• Assist in organizing Advancement events for Conservatory students and teachers
• Serve as ticketing and front of the house manager for Fine Arts productions. If unable to attend all performances, find and train a suitable replacement. This includes:
• Update and maintain the ticketing website for each school year.
• Organize all volunteers for show/concert nights and submit hours on Community Service Keeper
• Submit Docuware for petty cash and handle money for show weekends
• Be in contact with the Advancement department in regards to donors and ticket comps
• Set up and break down the box office.
• Supervise concessions and assist directors in concession donations.
• Communicate all Fine Arts questions and concerns to the Director of Fine Arts and\or Principals.
• Update and maintain all "brand" content including website, social media, weekly email blast, yearly brochures in coordination with Marketing Director.
• Attend & keep notes on all pre and post show production meetings to discuss stipends and budget.
• Assist with day time dress rehearsal audiences with feeder schools.
• Manage Fine Arts gas card and department credit card.