Idyllwild Arts Foundation · 19 hours ago
Academy Office Manager
Foundation Headquarters - IDYLLWILD, CA 92549
Full-time
Onsite
Mid Level
$70K/yr - $70K/yrIdyllwild Arts Foundation is dedicated to providing a creative environment for arts education. The Academy Office Manager will assist with everyday operations and events of the Academy, managing communication and administrative tasks while maintaining confidentiality and supporting the Head of School and Assistant Heads of School.
Non Profit
Responsibilities
Answering and screening incoming calls for the Head of School and Assistant Heads of School, and receiving and welcoming visitors to Log Lodge
Maintain files for the Head of School and Assistant Heads of School
Assist the Head of School and Assistant Heads of School in all aspects of their calendars, including scheduling meetings, faculty/staff candidate visits, and other guests
Assist Head of School and Assistant Heads of School with meeting setup, agenda distribution, Zoom links, and other meeting equipment or tasks as directed. Take accurate notes during meetings as requested
Perform administrative duties as requested or approved by the Head of School and Assistant Heads of School
Manage expenditures as they occur for Head of School and Assistant Heads of School
Track purchase orders, expense reports, and check requests for faculty, and Academy administration. Obtain required signatures by Head of School and Assistant Heads of School as appropriate for financial reports
Draft communications for the Head of School and Assistant Heads of School as requested, and send them on behalf of the Head of School and Assistant Heads of School as directed
Assemble Powerpoint and other presentations as directed by Head of School and/or Assistant Heads of School
Assist with Log Lodge attendance check-ins as directed by the Head of School, Assistant Heads of School. Report attendance check-in to Academy Registrar
Coordinate with supervisors and housekeeping staff in maintaining the neat and clean appearance of the Log Lodge lobby area, kitchen area, restroom, as well as maintaining adequate supplies for these areas
Coordinate with supervisors in maintaining office supplies for Log Lodge. Keep Academy forms up-to-date and in good supply
Assist the Head of School and Assistant Heads of School as requested in administering the evaluation processes
Interface with Dining Hall on matters pertaining to invoicing and ordering related to Head of School and Assistant Heads of School, and ensure the dining hall list is up-to-date
Assist Head of School and Assistant Heads of School with Academy event planning as directed, such as ordering food and decorations, assisting with registration during Family Weekend, and similar events, including but not limited to all end of year events such as Awards Ceremony, Baccalaureate, and Commencement
Maintain and distribute Campus Phone Tree annually, updating as needed, and coordinating with Bowman receptionist and/or HR for this information
Make ID badges for staff and students and maintain ID photo database
Perform other duties as assigned by the Head of School or Assistant Heads of School
Assist in preparing and submitting expense reports, reimbursements, and check requests, ordering materials and supplies prior to and during the school year
Prepare, distribute and receive Masterclass and other Guest Artist Contracts as requested by the Department Chairs, Assistant Heads of School, or Head of School. Included in this task is the role of maintaining a comprehensive spreadsheet of Guest Artists
Assist with expenses, receipts, payments, etc
Assist with calendaring for productions, rehearsals and rooms
Print programs for productions
Assist with contracts for show rights
Assisting with large student trip travel coordination, such as Chicago Unifieds
Prepare for Academy faculty & staff orientation: prepare/update, assemble documents
Prior to the new school year, prepare/update and submit to Marketing information to be included on the internet for new and returning students
Help the summer staff in the morning to check in students
Help make badges for summer students and staff
Help summer staff with any duties they need help with
Qualification
Required
Bachelor's degree preferred
Knowledge and high level of competence in Google Suite, maintaining organized files, data management
Experience as being trustworthy with an extremely high level of discretion with sensitive information
Fluency in English is required; multiple languages highly desirable, especially in Mandarin, Korean, and/or Spanish
Outstanding dictation and typing skills
Preferred
Event management experience is desirable
Company
Idyllwild Arts Foundation
Imagine a high school that has mastered the art of arts education.
Founded in 1946
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Tara Sechrest
Vice President of Enrollment Management and Strategic Partnerships
Company data provided by crunchbase