Administrative Assistant - Fine Arts (WHS/NWHS)

Waukee Community School District • Waukee, IA

23h • Onsite

About The Position

This role provides administrative support for the Fine Arts department, focusing on scheduling, event management, marketing, purchasing, and volunteer coordination. The Administrative Assistant will work closely with directors, coaches, school staff, and external vendors to ensure the smooth operation of various performing arts activities and events.

Requirements

• High school diploma or equivalent
• Proficient computer skills including Microsoft Office

Nice To Haves

• Training and/or experience in secretarial responsibilities

Responsibilities

• Collaborate with the school attendance secretary regarding student absences/dismissals for fine arts events.
• Update all communication channels (Bound, Event Manager, Unified Arts Google Calendar, school websites) with performing arts schedules based on ADs'/principals' direction.
• Verify camp/clinic event details with coaches, set up registration and payment processing on RegWorks, facilitate profitability calculation, ensure staff payments, and communicate camps to school buildings.
• Work with Operations to request keys, fobs, and swipe cards for new staff, and orient new staff to department policies/procedures.
• Produce and manage event contracts with competitor schools for multiple contests during show choir, jazz choir, marching band, and jazz band seasons.
• Monitor, track, and communicate performing arts student eligibility (academic, conduct, transfer, homelessness).
• Plan, promote, and attend quarterly informational events for student performers, parents, and directing staff, including event setup and printing necessary materials.
• Produce roster/program with a list of performers, including special editions for Senior Nights and coordination with outside vendors.
• Handle internal and external communication and promotion of Performing Arts performances, events, and accomplishments, and update digital signage.
• Work with directors, district bookkeepers, booster organizations, and vendors regarding purchases, and coordinate equipment/instrument repairs and shipping.
• Coordinate distribution, collection, cleaning, and repair of concert and performance uniforms for music programs.
• Assist coaches/directors in preparing Varsity letters, associated pins, and certificates for post-season awards, and assist with Performing Arts Signing Day.
• Work with directors/sponsors, Durham, and charter companies to ensure timely transportation of groups to/from events/performances, and book hotels for traveling groups.
• Prepare and publish the schedule of gate workers, fill volunteer positions, and attend/work the gate for various competitions and performances.
• Create electronic tickets for events using Vanco and communicate links/QR codes to directors and administration.
• Manage social media and ParentSquare accounts.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED