Assistant to the President and CEO/Administrative Coordinator
ANNOUNCEMENT OF STAFF POSITION OPENING (CONTRACT)
POSITION: Assistant to the President and CEO/Administrative Coordinator
POSITION CODE: S6940
DEPARTMENT: Redlands Symphony Association
MONTHS/HOURS: 12 months/40 hours, some evening and weekend work required
STARTING SALARY RANGE: $14.75-$15.25 per hour
INTRODUCTORY PERIOD: 6 months
POSTING DATE: March 21, 2014
APPLICATION DEADLINE: April 4, 2014
DESCRIPTION: Under the direction of the President and CEO, the Assistant to the President and CEO/Administrative Coordinator is the key support person providing efficient and effective administrative and clerical support. This person is responsible for high level communications and coordination with the Board, other members of the staff, and volunteers to provide full administrative support to the organization while maintaining a warm, welcoming atmosphere for all patrons. This person analyzes and interprets patron needs and develops relationships with patrons and donors.
Duties and responsibilities include, but are not limited to:
- Provides general office support, including, but not limited to: typing correspondence, editing and proof reading, taking and routing telephone messages, distributing mail, maintaining calendars and arranging meetings
- Maintains all donor/patron files in Blackbaud’s Raiser’s Edge; maintains historical paper files.
- Provides first point of contact for office walk-ins, phone, email activities.
- Prepares all deposits, check requests and maintains precise financial records.
- Maintains musician and administrative personnel files.
- Distributes and tracks artist contracts.
- Makes travel arrangements for Conductor and guest artists.
- Processes ticket sales using Vendini Ticket Agent via phone, in-person and by mail.
- Creates and maintains Board Book and other organization files pertinent to annual audit.
- Contributes to the team effort by accomplishing related administrative duties as needed.
- Maintains the organization’s confidence and safeguards operations by keeping information confidential.
Stewardship and Event Duties:
- Maintains primary responsibility for operation of the box office on concert nights.
- Resolves all patron concerns and issues at events.
- Manages gift correspondence, including acknowledgment letters and donation tax receipts.
- Assists with coordination of program materials.
- Coordinates planning and implementation of events including, but not limited to, concert nights, donor receptions, “An Evening with the Artist” events and the Gala .
- Develops and maintains good working relationships and internal communication networks with key University staff and the School of Music.
- Shares responsibility for patron services.
MINIMUM QUALIFICATIONS: Requires a high school diploma or equivalent supplemented by one (1) to two (2) years of additional course work in related fields such as business, general office or computer software/word processing and spreadsheet programs and three (3) to five (5) years progressively responsible related experience in a similar position, preferably in a non-profit organization with a arts/cultural background. Ability to demonstrate strong interpersonal and communication skills, work effectively with a wide range of constituencies in a diverse community, demonstrate initiative, responsiveness and commitment to excellence; possess top-level professional time management and prioritization skills; multitask and meet deadlines; be proactive and remain calm under pressure; give attention to detail; take ownership and provide complete and accurate information as needed. Maintain pleasant phone demeanor with proper phone etiquette and good listening skills. Required knowledge in the operation of office-related computer programs (Microsoft Word and Excel mandatory, Blackbaud Raiser’s Edge preferred). Considerable knowledge of secretarial procedures, methods and techniques. Ability to create, compose and edit written materials; use outstanding grammar, spelling and punctuation; highly organized with strong attention to detail and accuracy. Ability to communicate effectively both orally and in writing; effectively and efficiently handle multiple complex tasks and projects simultaneous in a fast-paced deadline driven environment; use good independent judgment and demonstrate an ability to set priorities. Ability to foster a cooperative environment with peers in other organizational units. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. In compliance with the Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call 909/748-8040.
TO APPLY: Submit a University of Redlands Staff application form http://redlandsapps.redlands.edu/hr/staff_app.cfm. Applications not received prior to the application deadline date specified on the job announcement will not be considered.
FOR MORE INFORMATION CONTACT THE JOB LINE AT 909/748-8883 OR VISIT
SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE
UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN
MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY
AN EQUAL OPPORTUNITY EMPLOYER