Music And Fine Arts- Administrative Assistant

Administrative Assistant for Music and Fine Arts

Position Summary:

The Assistant, Music and Fine Arts, provides a professional level of administrative support for the Fine Arts Office, assists with office operations, ongoing programs and special events; coordinates multiple projects to meet deadlines; coordinates support for Fine Arts staff and volunteer leaders; organizes and recruits volunteers to assist with choir administration, choral libraries, publicity, and office support.

Please Note - The peak seasons for this position are the Spring and Fall. During these times there are occasional night and weekend events (appr. 8-10 per calendar year). When a night or weekend event takes place, you will coordinate a day off with your supervisor during the week after the event takes place.

o Administration

• Is knowledgeable about all ministries and activities of BMPC, works with our communications team to develop, edit and oversee production and distribution of internal and external communications materials (website, brochures, announcements, invitations and alerts), stewardship materials, weekly e-newsletter and other publications (print and electronic);
• Develops, maintains, and distributes an annual Fine Arts department calendar;
• Maintains the BMPC Calendar making sure Music and Fine Arts Events are entered and maintained appropriately;
• Ensures submission and accuracy of weekly church bulletin information;
• Acts as support for Director (filing, meetings, copying, mailings, etc.) with help of volunteers as needed;
• Ensures that telephone, walk-in or email requests from individuals associated with Music and Fine arts are addressed;
• Attends administrative staff meetings and works collaboratively with the administrative team on things like software training, volunteer recognition, etc.;
• Participates in an administrative staff rotation that covers front desk reception duties when no volunteer is available;
• Maintains databases (FA mailing list, music library, JB choral reading, services, weddings) and cross-references with BMPC member database; and others as assigned;
• Coordinates arrangements for guest artists (i.e. airport, housing, transportation, meals, etc.);
• Prepares vouchers on behalf of the Music and Fine Arts department and submits to the Financial office on a weekly bases;
• Ensures that all music used during services has license clearances. Applies for music licenses when necessary
• Other administrative duties as assigned.

o Music and Fine Arts

• Purchases music as requested by directors and oversees library cataloging and distribution to choirs;
• Prepares for, plans, and attends meetings as assigned;
• Collects updated choir list information and distributes to volunteer choir leaders (parents or choir officers);
• Manages/ arranges instrument tunings, repairs, and rentals;
• Serves as concert manager for all events. Duties include arranging for custodial setups, front of house management, recruiting and training ushers and making name badges for them, arranging for a crossing guard, selling tickets or coordinating the offering collection with ushers, and depositing offering or ticket income into the safe;
• Coordinates visual art exhibits with volunteers. Duties include reserving rooms for setup, teardown and special viewing events and receptions, creating and distributing publicity for exhibits, and processing sales of works;
• Other Music and Fine Arts related duties as assigned.

Requirements:

• Bachelor’s degree or equivalent experience;
• Experience in Music and Fine Arts is highly preferred;
• Digital design experience preferred;
• Experience in administrative assistance, event planning, non profit organizations, project management;
• Strong interpersonal skills are a necessity as this person will work with a wide variety of Congregational members and church staff;
• Strong ability and willingness to learn;
• Ability to lift up to 40 pounds to assist with program set up and breakdown needs;
• Ability to spend prolonged periods sitting at a desk and working on a computer.

Job Type: Full-time

Pay: $25.00 - $26.00 per hour

Expected hours: 37 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Music/Fine Arts: 1 year (Preferred)

Ability to Relocate:

• Bryn Mawr, PA 19010: Relocate before starting work (Required)

Work Location: In person