Administrative Assistant For Fine Arts

Job Description
ROLE SUMMARY
The Fine ArtsAdministrative Assistant serves to advance the mission and goals of the Regents School of Austin's Fine Arts Department by attending to the day-to-day functions essential to the Fine Arts program.
Possess and Model a Growing Relationship with Christ

• Pursue full devotion to Christ and live a life that reflects joyful obedience to Him
• Model the fruits of the spirit in communications, relationships, and daily work
• Demonstrate teachability, a positive attitude, and a willing heart for service
• Embody others-centered servant-leadership in all interactions

RESPONSIBILITIES:

• Serve as a primary point of contact between the Fine Arts department and the on-campus community as well as the off-campus community, including helping to coordinate the work of the different groups and providing administrative support for meetings.
• Draft, review, and edit communications on behalf of the Fine Arts Director when appropriate
• Organize and prepare for meetings, including gathering documents, attending to logistics of meetings, and keeping the minutes
• Answer and respond to phone calls, communicate messages and information to the Fine Arts Director
• Prioritize emails and respond when necessary
• Provide coordination, monitoring, and communication of projects and events
• Assist the Fine Arts Director in the development of presentations for internal and external audiences
• Maintain accounts of financial income and expenses
• Determine priority of matters of attention for the Fine Arts Director, redirect matters to staff to handle, or handle matters personally, as appropriate
• Keep the Fine Arts Director advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Assist with designing and editing concert and show programs
• Routinely perform a wide variety of support duties
• Maintain confidential and sensitive information
• Other additional and/or alternative duties as assigned from time to time, including supporting other Fine Arts staff as needed
• Support the Fine Arts students in every way possible to ensure their success and achievement on and off the stage

Calendar/Scheduling:

• Owner of master Google Calendar for Fine Arts departments, adding birthdays, important dates
• Gatekeeper for all Fine Arts tandem events, adding and removing all dates to ensure no conflicts
• Work with administration in Grammar, Logic, and Rhetoric to schedule any use of Fine Arts facilities for the entire school
• Attend weekly All School Calendar meetings
• Update our minute-by-minute event schedules for all key Fine Arts events and programs

Events/Communication/Promotion:

• Assist the Fine Arts Director in planning and executing all Fine Arts events, concerts, shows, chapels, and contests, as well as school-wide events such as Baccalaureate and Commencement
• Work alongside facilities in determining the layout of sound shells, risers, etc., for events
• Regents Newsletter submissions
• Letter Jacket Day
• Assist with designing and editing concert and show programs
• Enhance the Community's awareness of Fine Arts events

Financial:

• Enter all PRs in Intaact
• Enter all credit card transactions into Nexonia
• Submit all cash/checks to the Business Office

Faculty and Staff:

• Assist with and prepare materials for teacher in-service (August, May, and January), field trips, chapels, and other events led by the Fine Arts teachers
• Assist teachers in registering their students for contests, such as TAPPS and Solo & Ensemble Festival
• Help keep compliance in Rank One for our students and directors
• Help teachers purchase supplies and other Fine Arts items

Hospitality:

• Serve Fine Arts staff in day-to-day tasks
• Serve as front desk hospitality for the office to catch all questions and visitors
• Assist in planning Christmas, end of Year parties, and celebrations
• Order all materials and equipment needed for the Fine Arts program

Summer Camps, Co-Curricular Classes, and Music Lessons:

• Develop a master calendar for academic and Fine Arts summer camps
• Coordinate with camp directors for details on time, cost, and location
• Coordinate with school facility personnel to ensure summer facility use
• Coordinate with the business office to ensure camp revenue and payment distribution
• Coordinate with website manager for camp promotion and online registration system
• Manage camp counselor paperwork requirements
• Work registration table at the start and end of camp each day

• Assist the Fine Arts Director in scheduling, billing, and payment distribution for our music private lessons and co-curricular Fine Arts and Academic classes
• Coordinate with website manager for Co-Curricular and Private Lesson promotion and online registration system

Regents School of Austin is a unique K-12 school that educates 1,000 students on an 82-acre campus in southwest Austin. Our mission is to provide a classical, Christian education, founded upon and informed by a Christian worldview, that equips students to know, love, and practice that which is true, good and beautiful, and challenges them to strive for excellence as they live purposefully and intelligently in the service of God and man. Regents School of Austin is well recognized by peers for outstanding accomplishments in teaching, curriculum, students' achievement, parental involvement, and community support.
Regents Fine Arts helps to fulfill the school's mission by cultivating students who love and create that which is beautiful. Beauty flows from the character of God and, therefore, ultimately points people us God. Since all people are created in the image of the Author of Creativity, creativity is a natural and integral part of what it means to be a human being. The aim for our students is that they might delight in the arts as a gift from God, use discernment when evaluating creativity around them, and seek to deliver themselves and their artistic work into the world as a way to glorify God and bless others.
Experience and Skills
EDUCATION and EXPERIENCE

• Lifestyle and convictions demonstrate a Christian worldview
• Proven excellence in oral and written communications
• Highly detail-oriented
• Must maintain a clean, neat, and orderly office environment that is reflective of our department's commitment to excellence
• Ability to maintain strict confidentiality with all Fine Arts department matters, as required
• Intermediate to Advanced user of all Google Suite applications, especially Sheets, Documents, and Slides
• Intermediate to Advanced user of Adobe Photoshop and/or Canva to assist with visual design
• Confidence to meet the challenges in a fast-paced, ever-changing environment
• Confidence in communicating Fine Arts policies and procedures to parents and other school constituents
• Should desire to add value to all existing procedures, methods, and events

Information on our Purpose, Mission, Philosophy, Objectives and Doctrinal Statement
Board members, administration, faculty, coaches and other instructional personnel of Regents School, whether full-time, part-time or volunteer, must believe and abide by the Purpose, Mission, Philosophy, Objectives and Doctrinal Statement, evidenced by their signing a statement of agreement with Article II annually. This document can be found by clicking: Philosophy and Doctrinal Statement. As a supplement, the Regents Board of Directors has adopted two additional statements as clarifying language under Article II. The Chicago Statement on Biblical Inerrancy - This was adopted in 2017 by the Board to be clear on our view of the inerrancy of Scripture. Nashville Statement: A Coalition for Biblical Sexuality - This was adopted by the Board in 2019 as clarifying language on our view of biblical sexuality.
Links to documents below:
Article II
Chicago Statement on Biblical Inerrancy
Nashville Statement: A Coalition for Biblical Sexuality