Office Coordinator, Education Department (Regular/Full-time)
Department: Education – Administration
Reports To: Eleanor McDonald Storza Director of Education
Employment Status: Regular/Full-time
This position provides administrative and office management support for all functions of the Director of Education’s office. This position works closely with key staff members to make sure the Education Director is appropriately scheduled and prepared daily.
• Monday – Friday, 9 a.m. – 5 p.m., with some evenings and weekends as needed.
• Flexibility in availability is key.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
While changing conditions may alter the amount of time spent on any area, the following is a general breakdown of responsibilities:
Administrative Duties 30%
Board of Directors Education Committee Duties 15%
Academic Affiliate Program Duties 30%
Teaching Artist Support Responsibilities 25%
1. Administrative Duties:
• Represent the Director of Education’s office in a professional manner.
• Ensure the efficiency and effectiveness of the administration and operation of the Director of Education’s office.
• Handles phone calls, including taking and prioritizing messages, directing calls as appropriate and fielding general inquiries.
• Sorts and prioritizes incoming communication and redirects as appropriate.
• Assists with correspondence and coordination of special projects as requested.
• Assists in managing the Education Director’s appointment calendar and with scheduling meetings.
• Makes travel arrangements, generates itineraries, and prepares expense reports.
• Produce and/or coordinate Powerpoint and Keynote presentations.
• Oversee receptions and other events organized by the Education Director’s office.
• Compile program research and grant report data as needed.
• Serve as central processor for Education Department deposits, check requests, invoices, and Teaching Artist payments. Distribute monthly budget reports.
2. Board of Directors Education Committee Duties:
• Make arrangements for departmental meetings and the Board of Directors Education Committee.
o Responsibilities include scheduling, preparing agendas and support materials, taking minutes, arranging refreshments, assisting during meetings, and maintaining committee correspondence.
3. Academic Affiliate Program Duties:
• Coordinate activities and track deliverables of Academic Affiliate Program.
o Organize and track key contacts list and facilitate communication with the Affiliates.
o Track all Affiliate activity and prepare annual reports.
o Work with Director of Education to coordinate and schedule informational meetings and presentations.
o Prepare and process all invoices for Affiliate fees.
o Distribute catalogs and other materials to designated recipients.
4. Teaching Artist Support Responsibilities:
• Coordinate new hire paperwork, background checks, and onboarding for Teaching Artists.
• Track and input weekly Teaching Artist hours into Time Matrix and coordinate payment with Human Resources.
• Completes regular tracking and reporting to insure payment accuracy.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
• Bachelor’s degree and at least 3 years administrative assistant experience required, or combination of relevant experience and/or education.
• Excellent interpersonal skills and ability to work well with and interact with a broad spectrum of personalities and diverse populations.
• Experience with a nonprofit organization preferred.
Skills and Abilities:
• Excellent verbal and interpersonal skills.
• Communicates clearly and effectively both internally and externally.
• Ability to write polished correspondence and reports.
• Ability to compute rates and percentages.
• Ability to present information in report form, process invoices and expense reports, and maintain department records.
• Ability to solve practical problems and prioritize needs in a variety of situations when standardization may be limited.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Some standing, walking, bending, frequent use of hands, stooping and light lifting (at least 10 pounds) is needed.
• The noise level in the work environment is usually moderate.