Programs Assistant

Position Summary

The Programs Assistant works collaboratively across departments to help ensure smooth daily operations. They are a primary contact point for instructors and assistant instructors, manage class cancellations, plan and distribute weekly schedules, lead closing ceremony and student and instructor orientations, and work with the Finance Department to manage weekly instructor payments, materials reimbursements, and related paperwork. They communicate with staff across departments to coordinate weekly campus operations and support other staff with planning and facilitating special events. They also provide essential office coverage and may be asked to work some Saturdays and Sundays when weekend classes are in session. This position reports to the Programs Director and is full-time approx. 35 hrs/wk, nonexempt hourly and benefits eligible. Hours may vary based on business need.

Position Responsibilities:

Program Operations

• Manage class cancellations, including determining when classes will need to be cancelled, cancelling them in the system, and communicating with all necessary parties.
• Work with key community groups, instructors, and Programs staff to develop and schedule the weekly evening and morning offerings such as demonstrations, morning walks, writing class readings and storytelling, presentations, panel discussions, and special events and gatherings.
• Develop and share the weekly printed student schedule.
• Act as MC during the weekly Closing Ceremony, speaking in front of a large group on a regular basis.
• Facilitate instructor and student orientations for weekend sessions.
• Train Studio Coordinators and other designated staff on how to facilitate Closing Ceremony and train incoming work study groups on break down procedures.
• Play a substantial role in the planning and operations of Little/Middle Folk School.
• Perform end of week duties such as obtaining studio keys, returning display items, and distributing instructor and assistant instructor checks.
• Prepare instructor arrival packets for the coming week.
• Plan and facilitate Tuesday instructor’s lunch.
• Identify instructor needs for closing ceremony and create a weekly map that identifies specific class display needs and locations. Coordinate with Programs Ops staff to ensure a successful Closing Ceremony according to the unique class combination and instructor requests.
• Facilitate the weekly instructor social including purchasing supplies, weekly setup and breakdown and hosting the event.
• Occasionally create weekly instructor display case in the Keith House lobby.
• Fulfill instructor office requests such as assisting instructors in making copies, answering questions, etc.
• Work with Programs and events staff to help plan and facilitate special events and activities.
• Respond to inquiries from instructors about upcoming classes.

Administrative

• Assemble instructor and assistant instructor pay packets including calculating weekly instructor honorariums, coordinating with finance to prepare weekly instructor checks, and delivering checks at the end of the week.
• Coordinate instructor and assistant instructor travel including communicating Folk School policies and procedures to instructors, approving expenses (with support from the Programs Director when needed), soliciting travel plans and shuttle needs, and relaying relevant information to the Student Services and Programs departments.
• Prepare financial paperwork for instructor travel and materials reimbursements and submit to Finance.
• Complete data updates and ensure accuracy in our enrollment database, Configio, including assistant instructor assignments, compensation information, and class cancellations.
• Coordinate assistant instructor contracts.
• Solicit, receive, and maintain instructor health and emergency contact information.
• Submit additional check requests for the Programs Department as needed.
• Coordinate shared calendars and reservations for Community Room, Open House, Festival Barn, and other commonly used spaces and respond to space use requests.
• Compile weekly materials fees and communicate to Student Services. Clarify with instructors, Studio Coordinators, and Creative Program Advisors as needed.

Programs Team Support

• Work collaboratively with Programs staff to contribute to creative program development. Attend team meetings and give updates as well as contribute ideas to help achieve overall team goals.

• Assist as needed with studio operations, program operations and instructor needs/communications.
• Other duties as assigned by the Programs Director.

Education and Experience:

• Bachelor’s degree in a related field, preferred.
• Professional work experience in programming, operations, administration or related, required.

Position Skills/Aptitudes:

• Excellent customer service and communication skills.
• The ability to work collaboratively across departments.

• Comfortable with public speaking and engaging large groups.
• Excellent attention to detail and written communication skills.
• Solid understanding of the Folk School concept and a desire to engage and promote this educational model.
• A resourceful problem-solver who can meet deadlines and make clear decisions.

Physical Demands

This position requires travel and the ability to drive a car. A current driver’s license is required. The position requires that the employee be able to walk unaided up and down hills and over uneven terrain, bend, stoop, and have use of fine and gross motor skills. The work of this position frequently requires the use of hands to handle, or touch objects, tools, or controls. The employee must occasionally lift and/or move heavy objects or boxes, up to 25 pounds. While performing the duties of this job, the employee will frequently need to sit and to work at a computer for long periods of time. Must be able to work weekends and holidays, as needed. This position requires fluency in English.

Pay & Benefits

The pay for this position is approximately $17.50 per hour. The Folk School offers a comprehensive benefits package including health insurance, generous paid time off and two free classes annually.

Applications

Please submit applications below and include the following materials:

1. Interest statement that details your interest in the position and relevant experience and skills.
2. Resume.
3. Contact information for three professional references.

Review of applicants will begin immediately and continue until position is filled.

If you should need assistance with the application process, please e-mail jobs@folkschool.org.

JCCFS is an EEO Employer. EEO employers are committed to hiring a diverse workforce and sustaining an inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, sex, age, religion, disability, sexual orientation, or veteran status, or any other status or characteristic protected by law.