VPA Office Manager

The Kinkaid School•Houston, TX

15d

About The Position

The VPA Office Manager works in close collaboration with the Director of Visual Performing Arts, faculty, staff, and parents to provide support with the daily operations of the department. Reporting directly to the Director of Visual and Performing Arts, the VPA Office Manager is responsible for scheduling, event management, supervision of daily substitutes, and the year-round administrative activities for the department. The Kinkaid School is a co-educational, nonsectarian day school enrolling over 1,500 students in pre-kindergarten through twelfth grade. The student body is divided into the Lower School (PreK - 4th Grade), the Middle School (5th grade - 8 th grade) and the Upper School (9th grade - 12th grade). Located on a sixty-five-acre campus in the heart of Houston, Texas, the Kinkaid offers a thriving intellectual community in the midst of a vibrant, urban, and diverse culture.

Requirements

High School
Strong interpersonal, communication, and relationship skills
Ability to work in a fast paced environment
Proven ability to work collaboratively with administrators, teachers, and parents
Strong writing, speaking, and organizational skills

Nice To Haves

Bachelors degree preferred
Prior experience working in an Arts program or at a school preferred

Responsibilities

Supervise substitute teachers, including manage daily schedules, facilitate hiring, communicate performance feedback, and act as a main point of contact for the active substitute roster
Serve as the executive assistant to the Director of Visual and Performing Arts to manage calendar, take incoming calls, and provide administrative support as necessary
Supervise adjunct music staff, including timecard review and processing
Act as the point of contact for visiting artists and oversee agreements are processed, background check clearances, and billing
Monitor faculty teaching schedules, upcoming scheduled programming, and events in order to anticipate coverage needs and schedule substitutes and assignments
Act as a liaison in communication and distribution of important messages to students, parent(s)/guardian(s), faculty, and staff
Oversee the organization and maintenance for the safety, efficiency, and appearance of shared office areas and manage office supply inventory utilized in those areas
Manage the divisional/departmental calendar to maintain accuracy through coordination with the other divisions in order to communicate timely details and updates to faculty, staff, students, and parents regarding upcoming events and programs
Act as the liaison with Facilities department for all physical building operations, maintenance, and events as it relates to VPA buildings and spaces
Responsible for all budget activities related to reporting and reconciliation of expenditures for the department, including: distribute GL reports to all budget holders by the 15th of each month; reconcile expense reports to confirm all charges are accurately reported; verify receipts match and budget allocations are correct prior to submission to the Director of Visual and Performings Arts for approval
Support parent volunteer efforts in planning and implementation of programs that enrich the student experience, including: provide guidance on operational requirements; share appropriate reports; and organize efforts as a liaison between the volunteers, students, faculty, and staff
Manage planning, booking, and itineraries for students, faculty, and staff to travel to the annual ISAS Festival, which includes traveling with the group to manage all trip logistics, coordinate hotel assignments, dinner reservations, and transportation