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Administrative Assistant

Posted by Arts & Learning Conservatory (ALC) ; Posted on 
Jobs - DEADLINE :  
Administrative Assistant
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Arts and Learning Conservatory (ALC) seeks an Administrative Assistant.

ALC Vision
We exist to make high quality arts, equitable and accessible to all, regardless of socioeconomic status.

ALC Culture
Students confidently explore the arts within a family-feel environment. We purposefully make each program meaningful, challenging, and impactful.

Summary
Performs general administrative and clerical support to the CEO and other team members to ensure efficient and productive operations.  This position is the perfect opportunity for an individual looking for a fulfilling position in a creative and growing nonprofit, focused on creating accessible and equitable opportunities for children by transforming lives through the arts. We are seeking friendly, motivated individuals who are excited to learn and excel within our family friendly company.
*In-Person/On-site role

Required Knowledge, Skills, and Abilities

  • A friendly, professional, outgoing demeanor in person as well as on the phone.
  • Build and maintain relationships with students/families/teaching artists, school/admin teams.
  • Customer service experience- as you will take phone calls and handle in-person inquiries.
  • A proven work ethic.
  • Strong attention to detail and ability to prioritize assigned tasks.
  • Ability to work independently with minimal input from the CEO as well as strong multi-tasking abilities.
  • Demonstrated proficiency with computer technology and various software applications such as web conferencing, MS Office, particularly Word, Excel, and Outlook.
  • Preferred experience with scheduling and/or student enrollment management software. Our systems are heavily cloud based so applicant will work mainly with web applications.

Education and Experience

  • High school diploma or GED equivalent with a minimum of two years of general administrative support experience.
  • Completion of related coursework in one or more of the following subject areas: Office Technology, Business Office Systems, Business Administration, Information Technology.

Essential Duties and Responsibilities

  • Provides general office support including answering of phone calls and emails, compiling information, note taking, calculating data, record keeping, preparing mass mailings and electronic communications.
  • Responsible for student advisement and registration including actual data entry into the student enrollment management system.
  • Inputs courses in the student enrollment management system and serves as the primary resource for students and their families. Monitors system for accuracy and verifies instructor assignments.
  • Processes monetary transactions for students and creates Installment Plans for students as needed.
  • Reviews and verifies scholarship applications for completeness, eligibility, and accuracy.
  • Build and maintain relationships with students/artists, families, schools, and vendors.
  • Create and distribute informational communications for parents, schools, artists/students, staff, donors, etc.
  • Review and proofread materials to correct spelling, grammar, sentence structure, and to identify other errors/omissions.
  • Manages and maintains the organization’s Master Calendar, various work schedules, recitals/productions, private lessons, and other special events.
  • Assists with the coordination and training of interns and volunteers.
  • Maintains supplies (office, classroom, refreshments), and manage the cleaning crew’s schedule when needed. Includes purchasing and coordinating deliveries.
  • Assist teaching artists with sanitizing instructional spaces in between classes.
  • Performs related duties as assigned.

Environmental/Working Conditions
Most of the work time is an office setting. Local travel may be required. Occasional weekend and evening work to support organizational events such as recitals and productions, meetings, and activities.

Hours/Location
*In-Person, 25-30 hours per week, Monday through Friday
151 Kalmus Drive, Suite G-3
Costa Mesa, CA 92626

The daily schedule may vary, depending on ALC’s class schedule.

Compensation
$18/hr

How to Apply
Please send your resume to ALC’s Accounting/Operations Manager, Antoinette Catalla.
antoinettec@artsandlearning.org