Fine Arts Administrative Assistant

Mission: To assist Christian parents by helping equip students to embrace Biblical truths, strive for academic excellence, and model Christ-like leadership to impact their homes, churches, and communities for Christ.

Employee Profile:

Spiritually, the employee shall possess characteristics that reflect:

• Acceptance without reservation of the PCA doctrinal beliefs
• A strong clear Christian testimony
• A mature, godly spirit
• A person of faith and prayer

Personally, the employee’s life shall reflect:

• A lifestyle of biblical integrity
• A spirit of dedication, commitment, flexibility, and responsiveness
• The ability to listen and respond to counsel

General Duties and Responsibilities:

• Provide administrative assistance and support to Director of Fine Arts
• Act as liaison between the Fine Arts council and the Fine Arts staff members by communicating dates and times of events, coordinating volunteers, and sharing important, time-sensitive information
• Initiate processes within the Fine Arts department to ensure efficiency
• Assist Director with planning and execution of events and programs including concerts, recitals, All-School Worship services, minimester trips, etc
• Manage Fine Arts department calendar of events
• Schedule all Fine Arts facilities needs in eSpace - including room reservations, dates and times, technical needs, security and support services requests, room drawings and diagrams, etc
• Act as liaison between the Fine Arts Department and other school departments
• Conserve Director’s time by routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communication between Director and team members
• Assist Director with scheduling appointments and meetings within the Fine Arts department
• Assist Director with interview process for Fine Arts team members
• Assist Director with management and processing of check requests and purchase orders, maintaining accurate department budgets
• Produce printed programs for Fine Arts events - retrieving, inputting, editing, formatting, copying data and graphics received from Fine Arts staff members
• Attend relevant staff meetings, Fine Arts Council meetings, Fine Arts team meetings
• Maintain professional and technical knowledge by attending workshops; reviewing professional publications, and/or participating in related professional organizations
• Coordinate all aspects of Playbill ad sales for fall and spring theatre productions

Qualifications/Skills:

• Ability to apply common sense understanding and to carry out instructions furnished in written or oral form. Ability to ascertain which people may need immediate assistance and to act accordingly.
• Excellent computer skills and knowledge of Word, Excel, PowerPoint, Outlook, Dropbox, Google document/management systems, Apple devices, website maintenance
• Excellent communication skills
• Strong organization, multi-tasking, and time management skills
• Professional telephone and office etiquette
• Working knowledge of Fine Arts disciplines – Art, Band, Choir, Theatre
• Prestonwood Baptist Church member preferred.

Physical Requirements and Work Environment:

• Regularly sit, talk, walk, hear, and to visually intercept visitors
• Computer work at the computer requiring repetitive finger motion and manual dexterity
• Good vision required (with correction) due to the need for focusing ability and close vision. Color discrimination, peripheral vision and depth perception are also important
• Be able to occasionally lift between 10 – 20 pounds – during the summer primarily
• Regularly use close and distance vision
• Works at desk and computer screen for extended periods of time
• Turns, bends, reaches and may occasionally use a step stool or ladder
• Works primarily in a traditional climate-controlled office environment with occasional outside travel between buildings
• Ability to handle moderate stress level as position requires multi-tasking and frequent interruptions