Community Relations Generalist

NM School for the Deaf•Santa Fe, NM

1d•Onsite

About The Position

Performs comprehensive administrative support and ensures efficient day-to-day office operations for the Development and Community Relations Department while also supporting the management of the James A. Little Theater and its use by the New Mexico School for the Deaf staff and students, as well as outside groups. In addition to drafting, filing, scheduling, helping to maintain financial records, and writing correspondence, the position involves frequent interactions with a diverse group of NMSD staff members at all levels of the organization and external community partners, via phone, video phone, and in person. Maintenance of confidentiality, professional conduct and appearance are requirements of this position. This is a position of trust, privy to professional and personnel information, which must be held in confidence. It is anticipated and expected that all functions of this position will be performed in a positive and respectful manner, with a strong focus on advancing the mission and vision of New Mexico School for the Deaf. The duties and competencies listed are comprehensive yet not all inclusive of this position.

Requirements

Associate’s degree in business administration, Communications, Arts Administration, Theater Management, or related field; Bachelor’s degree preferred.
At least two (2) years of progressive and directly related administrative experience required.
Equivalent education and experience may be substituted for each other on a year for one basis.
Skill in prioritizing work, meeting deadlines, and in making sound decisions is required.
Ability to adjust quickly to an ever-changing schedule, flexible with constantly changing demands and able to multi-task effectively.
Ability and willingness to learn theater related technology
Proficiency in or willingness to learn American Sign Language required.
Writes clearly and informatively; varies writing style to meet needs.
Must be organized and detail-oriented.
Collects and aggregates data for program maintenance and improvement.
Seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills.
Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.
Adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity.
Possesses a working knowledge of Microsoft Office and Outlook.
Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to think independently, solve problems and work with the whole team.
Gathers and analyzes information skillfully; develops alternative solutions; works in group problem solving situations.
Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.
Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone’s efforts to succeed.
Shows respect and sensitivity for cultural differences; educates others on the value of diversity; builds a diverse workforce.
Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles.
Follows policies and procedures; completes tasks correctly and on time; supports organization’s goals and values.
Manages competing demands.
Dresses appropriately for position; keeps self well groomed.
Is consistently at work and on time; ensures work responsibilities are covered when absent.
Follows instructions, responds to management direction; takes responsibility for own actions.
Seeks increased responsibilities; asks for and offers help when needed.
Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality.
Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.

Nice To Haves

Bachelor’s degree preferred.
Experience with theater environments is preferred but not required.

Responsibilities

Performs clerical and administrative support activities, including typing, filing, operating office equipment, preparing and entering documents onto electronic and manual records using computer hardware and software, producing reports, compiling data, preparing summary data, recording, compiling and reporting financial information, providing general and specific information, directions, referrals, developing schedules, setting appointments, opening and routing mail, performing various record and bookkeeping assignments, entering requisitions into system.
Communicates in a positive and effective manner with staff, students, co-workers, parents, visitors and community partners.
Manages and organizes all meetings, requests, and details of the department schedule.
Communicates with internal NMSD staff regarding departmental and community relations requests made.
Collects and compiles information to assist in the preparation of reports.
Compiles, records, and reports departmental information to the Director of Development and Community Relations and other department staff.
Provides general and specific information, directions, and support to the NMSD community and external stakeholders on behalf of the Development and Community Relations Department.
Creates and maintains record of all departmental contracts and invoices by drafting contracts, collecting payments, and providing technical support to user groups as needed.
Screens incoming calls and correspondence and responds independently when possible.
Prepares agendas and materials for departmental meetings and takes notes during these meetings.
Acts as custodian of departmental documents and records.
Ensures operation of equipment (printer, cameras, video equipment, etc.) by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
Maintains supplies inventory and promotional products/branded merchandise, by checking stock and anticipating needs; places, verifies and expedites orders for supplies.
Supports other functions of the department including management of the Dr. Kenneth Brasel Museum, public relations initiatives, social media campaigns, managing the photography schedule/capturing photos/videos, event planning, etc. when time allows.
Demonstrates involvement as a team member by contributing to the department’s philosophy, vision, and goals.
Participate in and contribute to monthly staff meetings.
Oversees theater management logistics by maintaining a master schedule of all events in the theater (except for the Pat Payne Conference room, which is managed by the Superintendent’s administrative assistant).
Serves as the primary point of contact for anyone requesting information about, or use of the theater, providing communications regarding availability, capacity, fee schedules and theatrical equipment.
Communicates with the Superintendent’s office and the Director of Development and Community Relations to ensure that the James A. Little Theater is available to NMSD school programs before renting to outside organizations.
Coordinates with the Facilities Department to ensure the theater is clean and well maintained.
Coordinates with theater contractors to support and oversee operations during active use of the facility.
Coordinates with the security department during active use of the theater.