The mission of the Idyllwild Arts Foundation is changing lives through the transformative power of art.
The Idyllwild Arts Academy provides pre-professional training in the arts and a comprehensive college preparatory curriculum to a diverse student body of gifted young artists from all over the world.
The Idyllwild Arts Summer Program provides arts instruction and experiences of the highest caliber to a diverse student population of all ages and abilities.
Idyllwild is a small town located at over 5,000 feet on the western slopes of California’s San Jacinto Mountains. Even though it seems far from the hustle and bustle of city life, the town and campus frequently hosts music festivals, prominent speakers and artists, and community events. Also, it is only two hours by car to Los Angeles and San Diego.
Reports To: Coordinator of Registration, Summer & Auxiliary Programs
The Administrative Assistant reports to the VP, Enrollment Management and works closely with the Director of Summer Enrollment. The Administrative Assistant is responsible for providing support to Summer, Academy Extension Programs and Academy Enrollment. They assist in organization, office management, communication, financial, marketing, recruitment, registration and customer service functions. Critical skills are customer service, written and oral communication (good phone skills are important), data entry, record-keeping, organization and ability to use appropriate registration software (currently CampMinder and blackbaud) and other software- and application-based tools, including Google Tools and Microsoft 360.
This includes direct interaction with internal Programs staff as well as external departments within the Idyllwild Arts Foundation. The person in this position is responsible for maintaining highest level of confidentiality for all sensitive material. Administrative Assistant also may be asked to play key roles in recruiting and delivering Academy Extension Programs.
Support administrative duties for all teen programs, including communication, data entry and processing, CampMinder programming, customer interactions, schedules, and correspondence. Answer and screen incoming calls, receive and welcome visitors, and providing customer service to all teen students/parents and Summer/Academy faculty.
Customer service via telephone, email and in-person, Data entry, book-keeping, filing, general office work. Recruitment events and on-site support for student check-in and program delivery.
Assist in organization tasks such as calendar scheduling, clerical tasks, administrative tasks.
Prepare and monitor invoicing and payments. Assist in monitoring and maintaining web content for teen programs.
Maintain files of maintenance requests, housekeeping and schedules, calendars and correspondence as requested.
Ability to communicate effectively verbally and in writing
Ability to interact with employees and vendors in a professional manner
Ability to speak and write English fluently
Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and timeliness
Ability to type 45 wpm
SKILLS AND KNOWLEDGE
Intermediate to advanced level ability in using Google Tools, Microsoft 360.
Excellent written and verbal communication skills and comfort with public speaking.
Commitment to excellent customer service.
Ability to multi-task and proven independent judgement.
Knowledge of Idyllwild community or willingness to learn preferred.
Familiarity with CampMinder or similar student registration and management software helpful
High school diploma required, associate or higher degree preferred.
Minimum of two years in a professional setting. Experience in a fast-paced, customer service-oriented environment.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms, lift up to 25 lbs. Ability to walk over uneven terrain on campus.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
Ability and desire to work within the Idyllwild community, Riverside County, or commute a reasonable distance, that does not impede on-time arrival during winter months. Obtain and maintain a valid California Driver License, pass a criminal history background check as required by California Education Code Section 44237, and pass a TB test.
Reasonable accommodation will be considered to enable individuals with disabilities to perform the essential functions of this job.
Idyllwild Arts is an Equal Opportunity Employer
To apply, please visit: https://www.applicantpro.com/openings/idyllwildarts/jobs/1929031-552594
About Idyllwild Arts Academy
Idyllwild Arts is a co-ed boarding and day school for 275 students in grades 9-12. The Summer Program, founded in 1950, is an eight-week program that brings more than nearly 2,000 children, teens, and adults to Idyllwild each summer. The Academy was established in1986 to extend the Summer Program's commitment to the arts through the only boarding high school for the arts on the west coast. The school has developed into an exceptional high school for pre-professional training in the arts combined with high academic standards and a residential life curriculum.Idyllwild graduates attend the top colleges and universities in the United States and abroad, and the very best conservatories and art schools, such as Julliard, Curtis, New England Conservatory of Music, and the Rhode Island School of Design. Many have established celebrated careers as artists. The arts disciplines include dance, music, visual arts, theatre, moving pictures and creative writing. Students may major in any one discipline or combine their interests in an interdisciplinary arts major.