Admin & Arts Education Program Assistant

Duties & Responsibilities:

Administrative/Organizational 

• Manages, organizes, and updates relevant data using database applications.
• Is responsible for the petty cash (payments of small expenditures and recording).
• Assists in the planning of meetings: prepares materials, takes minutes, and distributes MoM.
• Contributes to the preparation of reports.
• Purchases requested items approved by the Director and AEP Director
• Maintains office and household supplies and computer software: places purchase orders, maintains all inventory 
• Keeps updated records of teacher attendance and presents accurate records to the program coordinator at the beginning of every week.  
• Handles teachers’ requests for materials during the year and submits to the program coordinator for approval
• Is aware of all emergency procedures  
• Supervises and sets schedules for the cleaning staff

Students 

• Follows up with student attendance (taken by the teachers) and reports all teacher absences to the coordinator. 
• Assists in all preparations of student events and assists during the event
• Monitors student conduct arriving and leaving the center and reports any misconduct to the program coordinator
• Refers students to the management, once the teacher reports misbehavior and gives the student “time out” outside the activity room/hall. 

• Responds to teacher’s requests during class time for any unforeseen need
• Records observed incidents occurring at the center (teachers/students/parents)

Parents

• Establishes professional rapport with all parents
• Updates parents’ phone contacts
• Informs parents of space availability, class cancellations, and trips.

 Communication

• Answers and directs phone calls and takes messages.

• Writes and distribute email, correspondence memos, letters, faxes and forms. Greets visitors, provides them with relevant information or directs them to the right staff member.
• Assists with other administrative tasks as directed by the director and the AEP program coordinator

PERSONAL CHARACTERISTICS

The Administrative Assistant will demonstrate competence in the following areas:

• Relationships: Positive working relationships with others, both internally and externally.
• Communication: Excellent oral and written communication skills.
• Teamwork: Works cooperatively and effectively with others to set goals, resolve problems, and make decisions to enhance organizational effectiveness.
• Organization: Excellent time management skills; attention to detail; the capacity to prioritize by assessing situations to determine urgency.   

MINIMUM REQUIREMENTS:

• T.S. or B.A. degree.
• Previous experience as Administrative Assistant.
• Fluent in English and Arabic, French is an asset.
• Good familiarity with commonly used PC Office work: Word, Excel, database software packages and social media applications.
• Knowledge in graphic design would be an asset