Arts Education Program Assistant

Duties & Responsibilities

Administrative

• Files all AEP hard copy forms checking they are filled incorrectly.
• Updates the student information database when needed.
• Reviews and updates class lists on a monthly basis.
• 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 and keeps one first aid kit.
• Opens the center for classes and closes it at the end of classes. Monitors cleanliness in the dance hall and art room reporting regularly to the program coordinator.
• Assists with other administrative tasks as directed by the AEP program coordinator.

Communication with Students 

• Follows up with student attendance (recorded by the teachers) and reports weekly teacher absences to the coordinator.  
• Assists in all preparations of student events and assists during the events.
• 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.  
• Supports the teacher in terms of unforeseen requests during class time.

• Records observed incidents occurring at the center (teachers/students/parents).

Communication with Parents

• Establishes a professional rapport with all parents.
• Updates the phone contacts and Informs parents of updates and announcements from the coordinator (Whats’app groups, Broadcast List, Phone calls…).
• Informs parents of space availability, class cancellations, and trips.

Requirements:

• One year of experience in administrative work or any other relevant field.
• One to two years’ experience working with children.
• Excellent communication skills (oral and written) in English and Arabic.
• Knowledge of MS Office applications; Word, Excel, PowerPoint
• Good awareness of the humanitarian principles of independence, impartiality, neutrality, and equality.
• Good awareness of Child Protection.
• Good organizational skills.
• Strong team building and listening skills.
• Flexible and committed.
• Positive attitude.
• Ability to function and work smoothly under pressure.