Education Administrative Assistant

Job Summary: The Education Administrative Assistant provides administrative support to the Education Manager and School of Creativity. This position assists with data entry, enrollment records, class rosters, instructor and student documentation, routine communications, calendars, filing, and other day-to-day administrative tasks. The role also provides customer service support to students, instructors, and visitors and assists with maintaining accurate and organized department records and information. This position works under the direction of the Education Manager and follows established procedures for education department processes and activities. Duties & Responsibilities: Enters, maintains, and routinely updates education program, class, instructor, enrollment, and scheduling information in designated databases, calendars, or spreadsheets and updates School of Creativity website content as assigned. Responsible for monitoring enrollment, preparing class rosters, and processing approved enrollment changes in accordance with established procedures. Communicates approved class cancellations and other routine program updates to students and assists with transferring registrations or processing refunds in accordance with established procedures. Prepares instructor and contractor agreements for education-related classes, workshops and private parties using approved templates and information provided by the Education Manager. Provides administrative support for instructor and culinary payment processes, including preparing instructor timesheets and culinary invoices, obtaining required documentation and signatures, and submitting completed documentation for payment processing. Maintains education department records and documentation in accordance with the Document Retention Policy. Provides administrative support for the scholarship process, including maintaining application records, communicating scholarship approval or denial decisions to applicants, updating scholarship tracking records, and processing approved student enrollments in Altru. Provides administrative support for classes, workshops, camps, private parties, and other education programs, including preparing program materials, obtaining and coordinating approved supply needs, and communicating routine program, parking, or access information as needed. Maintains education program schedules and calendars in Altru and the Staff Master Calendar as appropriate. Collects, organizes, and compiles student survey information and other education program data for review by the Education Manager and CEO. Assists with established processes for identifying, documenting, and coordinating the return of student artwork remaining after class sessions and communicates identified cleaning or facility needs to the Education Manager or appropriate staff member. Responsible for maintaining clean and organized art and culinary studios. Tracks supplies and inventory to communicate equipment or supply needs to Education Manager. Upon approval, process approved supply orders. Assists with class-session communications and general announcements as requested by the Education Manager. Serves as back-up to the Visitor Services Associate and covers the lunch break. Opens and records mail daily with Visitor Services Associate. Skills, Abilities & Competencies Effective verbal and written communication skills Strong organizational skills with attention to detail and thoroughness Ability to complete assigned work independently within established procedures, priorities, and deadlines Ability to organize multiple administrative tasks with competing priorities Customer service oriented and responsive Teamwork and collaboration skills, including the ability to seek direction or escalate issues when appropriate Computer Skills Required: Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, talk, hear, and engage physically with people. The employee may need to bend, kneel, crouch, or lift materials up to 60 pounds. Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Education/ Experience Required: High School diploma or equivalent 2+ years of administrative experience working in a professional environment Education/ Experience Preferred: Experience with Blackbaud Altru (membership, ticketing, education & fundraising platform for non-profits) or a similar relationship database (such as Raiser's Edge), preferred. Website (WordPress) experience Previous experience with a non-profit Associate Degree in Education, Art History, Business, Communications or closely related field. Mark Arts