Working under the supervision of the Director of Education, the Administrative and Program Assistant is primarily responsible for fulfilling Venice Arts’ administrative needs, as well as supporting key youth and family engagement activities in the Art Mentoring Program. Specific responsibilities include:

ADMINISTRATION

General

1. Assure the maintenance of an effective and efficient office, maintaining and improving, as needed, administrative systems.

2. Provide reception, including checking messages each morning, answering phones, responding to enquiries.

3. Open and distribute mail.

4. Regularly review the supply inventory, ordering program and office materials, supplies, equipment to assure

   that they are stocked and available.

5. Support the annual audit and financial records maintenance.

6. Maintain the FileMaker Pro (FMP) database for administration and the AMP.

7. Supervise the work of office volunteers, work-study students, and/or interns placed in the office.

PROGRAM: YOUTH & FAMILY ENGAGEMENT

Youth and Family Communications

1. Calendar and implement youth and parent e- and print communications, translating as appropriate, to include, but not be limited to, AMP and Creative Pathways updates.

Youth Outreach

1. Coordinate youth outreach, including, but not limited to:

• Translate and assuring proofing of the Spanish text for the Art Mentoring flyer

• Maintaining a calendar to assure timely implementation of key outreach activities, including flyer drops to schools, nonprofits, and community venues, and staffing tables at schools and community events

• Schedule and coordinate presentations of Lead Artists at schools Youth Enrollment

1. Assure that student folders are accurate and include all necessary income documentation, before filing.

2. Gather fees from paying families at enrollment and follow-up with families needing to pay.

Evaluation Support

1. Calendar a timely reminder to staff to review and revise, as needed, the annual program evaluation survey.

2. Make changes to the survey in Survey Monkey, as required.

3. Provide Survey Monkey data to the Director of Education and Director of Grants for analysis and reporting.

4. Provide quarterly reports on student participation, attendance, retention, and demographic data.

Volunteer Artist and Mentor Outreach Administration

1. Create and manage calendar for appropriate staff to update volunteer outreach materials (outreach flyers, application forms, online postings), as necessary.

2. Create and manage calendar to disseminate volunteer announcements prior to workshop cycles or when otherwise requested by staff.

3. Post jobs and mentor outreach, as neededProvide applications to interested individuals and answer basic questions about volunteer opportunities.

4. Keep a shared process log — managed primarily by this position and the Media and Program Assistant — of interested prospective volunteers and the outcome of their interest.

5. Keep a log that tracks the timely receipt of all documents from volunteers who have completed their applications and preliminary interviews, such as Live Scan, DMV, etc.

1. Lead all facets of enrollment, from assuring that enrollment packets are reviewed annually and updated, to setting enrollment dates, establishing the calendar, and organizing staff and intern support.

2. Assure that students are placed in appropriate classes at appropriate age and experience levels.

POSITION DESCRIPTION

ADMINISTRATIVE & PROGRAM ASSISTANT (Rev’d 6/2018) FACILITY

Facility Upkeep

1. Oversee maintenance of the facility and van, including assuring that all maintenance and repairs are performed in a timely manner, including acting as the liaison with parents/volunteers who perform repairs or provide cleaning or other services.

O THER

1. Provide other program or organizational support, as requested.

QUALIFICATIONS

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 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 with must be fully bilingual Spanish-English, bicultural preferred.

SALARY AND BENEFITS

This is a non-exempt, 40-hour full-time position starting at $16 per hour; room for growth. Medical benefits, vacation and sick time accrual provided after successful completion of the initial, 90-day period. Standard hours are Monday-Friday, 8:30am to 5:30pm with a one-hour lunch. Occasional Saturdays and evenings will be required. Must have a California Driver’s License in good standing.

HOW TO APPLY

Provide your résumé along with a cover letter highlighting relevant experience to [email protected]. 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.