OPEN POSITION
Program Assistant
APPLICATION DEADLINE
October 10, 2008
JOB SUMMARY
The Program Assistant reports to Wallace Program Director and ArtsLab Program Director and is responsible for providing proactive and organized office support.
The ideal candidate for Program Assistant will possess a high level of customer service, attention to detail, and the ability to maintain systems and procedures. The qualified candidate will possess excellent oral and written communication skills, as well as finely developed interpersonal skills. The ideal applicant will be able to demonstrate the abilities to multi task and manage time efficiently in changing situations in the work place. The ideal candidate will also possess a strong desire to work in arts administration.
Specific Responsibilities:
Provide assistance to ArtsLab and Wallace program and will:
• provide general secretarial and administrative support for the ArtsLab and Wallace Program Directors
• provide information to constituents, grantees, and funding collaborative
• act as secondary community liaison
• prepare parcels for USPS Express Mail, Federal Express, or UPS as needed
• respond within two days to requests (e-mail, U.S. mail) from individuals and organizations for information about programs
• work with program directors and digital communications manager to keep website up to date
• work with Program Directors and participating communities to ensure timeliness of final reports
• manage databases for both programs
• organize and maintain document filing
• maintain hard copy and electronic filing system
• operate office equipment including copiers, facsimile machines, computers and scanners
• create, format, produce and edit correspondence and other written materials
• create and maintain a master calendar (year and month) for programs
• compose and type correspondence on behalf of program directors
• photocopy and prepare materials for mailings/special projects
• sort incoming mail/internal memos and file
Plan and manage logistics for all meetings and conference calls and will:
• research and coordinate various activities and details associated with meetings, retreats and business trips
• schedule meeting dates
• secure meeting rooms or arranging for conference calls
• assist with travel arrangements, hotel, restaurant, and/or bus arrangements as necessary
• monitor meeting budgets
• ensure the timely and quality production and distribution of all meeting materials
• record and transcribe meeting minutes and reports and distribute these to appropriate staff and funding partners
• assist in building agendas for meetings, organize supporting documents for meetings, and take minutes at meetings
Financial Reporting:
• record monthly expenditures into Excel report
• manage invoices
• track actual expenses against budget expenses on a quarterly basis
• set up, maintain, and monitor complete hard copy and digital grant files (including, as necessary, audits) for all grants
QUALIFICATIONS
• Bachelor’s degree (or equivalent experience)
• At least two years of clearly related work experience, with a demonstrated record of efficiency, initiative, and accomplishment.
• Database management experience a plus
• Must have excellent writing, verbal, organizational, time management, and word processing skills.
• Must have strong knowledge of Windows-based hardware and software including Microsoft Word and Excel.
• Knowledge of using the internet as a communication and research tool is important.
• Evidence of effective teamwork (within work environment, as well as in professional association, community agency, or other body).
• Work experience that clearly shows proven ability to handle confidential matters with diplomacy, tact and trustworthiness.
• Finely developed interpersonal skills.
• Prior experience in meeting planning or meeting management is preferred.
• Commitment to the arts.
Salary: $25,000-27, 000/year with a full benefit package. This is a full-time, non-exempt position. Please send cover letter and resume to katherine.duvic@artsmidwest.org by October 10, 2008 with “Program Assistant” in the subject line. No calls or drop-ins please.