Administrative Assistant - Arts Education

Administrative Assistant

Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff. Essential duties and responsibilities generally include the following: managing budgets, grants, and capital expenditures; tracking revenues and expenses, maintaining financial records, and ensuring compliance with purchasing procedures. Creating requisitions and purchase orders; obtaining quotes, coordinating with vendors, and verifying invoice accuracy. Coordinating Arts Education events (field trips, festivals, performances), including logistics, communications, and transportation scheduling aligned with site capacity. Providing clerical and administrative support, including managing calendars, scheduling meetings, coordinating logistics, arranging travel, and processing financial and payroll documents. Drafting, editing, and distributing correspondence; screening calls and managing departmental communications and inquiries from staff, vendors, and the public. Training and supporting site secretaries and Arts educators on purchasing, instrument rentals, and procedures; providing updates and guidance on processes. Ordering and managing office supplies, equipment, and printing services. Overseeing band and orchestra instrument inventory, including tracking, maintenance, repair coordination, budget monitoring, and disposal of unusable equipment. Demonstrating interest in visual and performing arts, with a willingness to learn; applying creative problem-solving skills to support department needs. Performs other duties as assigned or required.