JOB DESCRIPTION – ADMINISTRATIVE ASSISTANT (PART-TIME) – approx. 20 hrs. a week @ $15/hour 

Updated: May 2, 2019.

 

REPORTS TO: MANAGING DIRECTOR

 

Supports administrative functions of the organization – both in the administrative and artistic programs. Works as a liaison between Managing Director and Administrative Director and board, parents, volunteers, and the public. 

 

Highly organized, must speak Spanish. Ability to work weekends and evenings (rehearsals and performances are in the evenings and weekends.) 

 

Ability to use Google Suite of Apps, Quick Books, MailChimp, Wix web design software, Facebook, and other social media familiarity. Video editing skills a plus. 

Ability to multitask, prioritize and work in a dynamic environment. 

 

Specific tasks: 

 

FINANCIAL

  • Collect tuition and other payments, enter into Quick Books and prepare deposits.

  • Issue invoices and receivables in QB.

  • Assist with travel expense tracking.

  • Assist with payroll hours (receive timesheets, give them to MD & Board President for approval, prepare payroll.) 

 

PERFORMANCES

 

  • Manage performance calendars and contracts (dates, times, equipment needs, changing rooms, etc. ) 

  • Communicate performance details to AD, instructors and parents. 

  • Ensure that changing room and audio equipment are in good working order. Order necessary parts, charge batteries, etc. 

  • Email post-performance surveys and share responses. 

 

GRANTS 

 

  • Assist MD with grant tracking, grant reports, data collection, grant calendar, filing of grant materials. Copy edit grants and grant reports. 

  • Draft thank you letters to grantors. 

 

FUNDRAISERS

 

  • Provide logistical support to board members and staff during fundraising events (4-6 per year). 

  • Order equipment, purchase food or supplies.

  • Help to create posters or flyers, etc. 

  • Work with print shop to arrange printing of posters, flyers, cards, etc. 

 

PUBLIC RELATIONS & COMMUNICATIONS 

 

  • At the direction of the MD and AD post to Facebook, YouTube channel and others. 

  • Help create videos to promote the organization. 

  • Update the web site as requested.

  • Prepare MailChimp emails as requested. 

  • Maintain and update database of supporters. 

  • Attend community events to represent BFRA when needed. 

  • Attend performances as needed. (Nights and weekends.)

 

DANCE PROGRAM SUPPORT

 

  • Create, update and maintain rosters of parents and students with contact information.

  • Maintain tuition tracking systems. Collect and record tuition in Quick Books. 

  • Assist/maintain organizational calendars. (Performance, classes, grants, board, etc.) 

  • Help disseminate information to parents when needed (post, text, email, phone, etc. ) 

  • Assist the AD when asked – especially around logistic needs such as booking Fresno trip, ordering T-shirts, fabric, etc. 

  • Inventory costumes and materials when needed. 

 

OTHER ADMINISTRATIVE SUPPORT

 

  • Assist the MD prepare materials for board meetings and donor events.

  • Attend board meetings when requested. 

  • File and distribute as needed bylaws, minutes, policies and procedures. 

  • Book travel and coordinate workshops and other events. 

To apply send cover letter and resume to: Admin@balletfolk.org.  

 

Ballet Folklorico Ritmo Alegre
P.O. Box 8225
Medford, OR 97501

Artistic and Managing Director: Luisa Zaragoza

(541) 261-5566   Se habla Español

 Admin@BalletFolk.org