Administrative Assistant - Fine Arts/Silver Cord - (2 positions)

Performing Arts Coordinator

Position Criteria:

• High school diploma or equivalent
• Training and/or experience in secretarial responsibilities, preferred
• Proficient computer skills including Microsoft Office or Google Suite, required

Performance Criteria:

• Attendance scheduling: Collaborate with the school attendance secretary regarding student absences/dismissals for fine arts events
• Performing Arts Schedules: from the ADs'/principals' direction, make updates on all communication channels including Bound, Event Manager, the Unified Arts Google Calendar, and school-specific websites.
• Camps/Clinics: verify event details with coaches, set up on RegWorks for registration and payment processing, facilitate profitability calculation post-event and ensure staff payments, communicate camps to the various school buildings and scheduling.
• New Staff: Work with Operations to request keys, fobs and swipe cards for new staff.
• Orient new staff to department policies/procedures.
• Contracts: produce, and manage event contracts with competitor schools for multiple contests throughout show choir, jazz choir, marching band, and jazz band seasons.
• Eligibility: monitor, track, and communicate performing arts student eligibility in the areas of academic, conduct, transfer, and homelessness
• Event Management: plan, promote and attend quarterly informational events for student performers, parents & directing staff, event setup, print necessary materials.
• Show Print Materials: produce roster/program with a list of performers, plus special editions for Senior Nights including coordination with outside vendors (i.e. UPS)
• Marketing: internal and external communication and promotion of Performing Arts performances, events, and accomplishments, update digital signage
• Purchasing: Work with directors, district bookkeepers, booster organizations, and vendors regarding purchases. Coordinate equipment/instrument repairs and shipping.
• Uniforms: Coordinate distribution, collection, cleaning, and repair of concert and performance uniforms for music programs.
• Post-Season Awards: working with coaches/directors to prepare Varsity letters, associated pins and certificates to celebrate each performer's accomplishments during the season. Assist with Performing Arts Signing Day
• Travel: work with directors/sponsors, Durham and additional charter companies to ensure timely transportation of groups to/from events/performances. Work with directors and the school finance team to book hotels for traveling groups.
• Volunteer Coordination: prepare the schedule of gate workers and publish to fill volunteer positions at each activity, work to fill all spots when a volunteer cancels, attend and work the gate for show choir competitions, jazz festivals, speech contests, and theatrical performances.
• Electronic Ticketing: Create electronic tickets for sporting events, fundraisers etc, using Vanco. Communicate the links and QR codes to directors and building administration.
• Manage social media and ParentSquare accounts for corresponding high school fine arts program
• Assist the Attendance Secretary in tracking the attendance of high school students
• Running attendance reports through the course of the school day for administrators
• Entering absences in PowerSchool and creating Minga passes for students
• Researching and responding to student/family inquiries regarding Silver Cord Program
• Reviewing student submissions of volunteer hours
• Posting volunteer opportunities on website and social media
• Planning annual high school volunteer fair and 8/9 building fairs
• Distributing silver cords at graduation ceremony

Benefits included:

• IPERS retirement account
• Health and Dental Insurance paid for the employee (spouse/family coverage available at an additional cost)
• 2 Personal Days
• 10 Sick days
• Employee use of District Facilities if a part of the Wellness program
• Wee Care - Childcare available at cost for 6mos - 5y for staff's children
• Mileage is reimbursed for approved work-related travel in your personal vehicle completed during scheduled work hours