POSITION SUMMARY
Reporting to the Director, Education the Education Coordinator is responsible for the administrative, logistics, and coordination of day-to-day initiatives and operations for the Education Team including the education programs and AdventHealth School of the Arts.
ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES
- Act as primary point of contact and provide administrative, clerical, and general support for the Education department. Duties include: supply ordering, responding to emails, answering and returning telephone calls, sending correspondence, scheduling meetings, maintaining paper and electronic files, maintaining SOA collateral, processing mail and package deliveries, and managing departmental program calendar/schedules/activities. Organize and prepare classrooms/rehearsal rooms.
- Provide information on education programs and classes to interested persons via phone, email, and in-person. Assist in enrolling and registering students for classes through complete knowledge of all classes offered. Review and process enrollment paperwork; follow up on missing documents. Communicate program changes to students, parents, and teaching artists.
- Maintain required data for grant fulfillment (working with the Development team) and information for monthly reporting to leadership team and Board. Assist Director in gathering required data and assembling information for identified stakeholders and reports. (enrollment information, scholarships, expenses, revenue, monthly/quarterly activity report decks, etc.)
- Coordinate activities of Education Department: schedule department meetings and events, send meeting invitations, prepare and update agendas, and follow-up with notes/action items to the team. Assist with student volunteer activities and tracking of hours, etc.
- Act as the liaison between the Education Team and teaching artists, students, and community. Assist with student check- in and check-out for SOA classes and on-site programs as needed.
- Assist and prepare program/residency contracts and check requests, as directed.
- Compile evaluation assessments for all programs, residencies, shows, and classes.
- Complete department expense reports using CONCUR, process supply ordering, code invoices adhering to organization protocols.
- Collaborate with other Dr. Phillips Center teams to fulfill Education event logistics. Serve as point of contact for all Events teams needs for various program functions like Disney Musicals in Schools, Applause Awards, Teen Ambassador Meetings, Four Counts shows/performances, showcase production needs, etc.
- Coordinate and communicate pre-production meetings, paper tech meetings, post- production meetings, rehearsal space needs and show materials for youth theater productions, pre-professional productions, and summer shows. Reserve rooms (in ArtsVision and/or Outlook), send invitations and track responses.
- Work with the Director, Education to help plan and coordinate workflow of teaching artists and other Dr. Phillips Center colleagues.
- Manage Education Master Calendar, engagement/participation numbers, and identity demographical data.
- Maintain up to date SOP's throughout all departmental initiatives, programs, and practices.
- Maintain confidentiality and privacy of student information and financial information.
- Follow and support all operational policies and procedures. Assimilate into the arts center culture through understanding, supporting and demonstrating the core values.
- Maintain a professional, positive, welcoming, and friendly relationship with other departments, colleagues, partners, parents, and students.
- Able to remain calm under pressure. Ability to work effectively with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy. Maintain Dr. Phillips Center standards of customer service at all times.
- Able to effectively communicate in English in both written and oral forms.
- Other duties as assigned.
KNOWLEDGE AND EXPERIENCE
- Must have at least two years of administrative experience. Preference for candidates with performing arts administration experience. Previous experience working in the non-profit arts and/or education field a plus.
- Must be highly proficient with Microsoft Office (Word, Excel, PowerPoint, Teams); Tessitura ticketing software experience desired. Must be able to effectively operate office equipment (printers, copiers).
- Ability to plan, organize and prioritize duties, activities, and event schedules with high attention to detail. Must be able to exercise good judgment and maintain confidential information.
- Must be able to perform moderately complex mathematical functions.
- Outgoing, people-oriented person with strong communication, organization, analytical and interpersonal skills. Must have excellent written and verbal communication skills.
- Appreciate the important role cultural institutions play in the life of a vibrant community and can articulate this mission and role to others. Broad knowledge of multiple art forms.
- Ability to maintain a high level of poise and professionalism in all circumstances with an attention to providing exceptional guest service to all.
SPECIAL CONDITIONS OF EMPLOYMENT
- This position requires the ability to work a variable schedule, evenings, weekends, and holidays to meet operational needs.
Dr. Phillips Center participates in an employment electronic eligibility verification program through E-Verify.