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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 should be fully versed in Microsoft Office, with database (FMP) experience preferred, and Adobe Creative Cloud experience not required but a plus.
Venice Arts’ mission is to ignite youths’ imagination, mentor their creativity, and expand their sense of possibility through high quality, accessible media–based arts education programs. Venice Arts serves as a catalyst for people of all ages, living in low–income or underrepresented communities, to create and share personal and community stories through photography, film, and multi–media. Venice Arts is an Equal Employment Opportunity Employer
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 and 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.
Supervise the work of office volunteers, work-study students, and/or interns placed in the office.
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.
Coordinate youth outreach, including, but not limited to:
Translating 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
Youth and Family Communications
Implement youth and parent e- and print communications, translating as appropriate, to include, but not be limited to, AMP 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, as requested.
This is a non-exempt position. The salary is $33280, with a medical plan after 90 days, employee-funded 401(k).
Please send a 1-page cover letter highlighting relevant background and experience, along with your résumé to [email protected].
Please, no phone calls or walk-ins.