Arts Learning Programs Administrative Assistant

**Position Title**:Arts Learning Programs Administrative Assistant

**Status**:Full time, salaried, permanent, non-exempt, 40/hours week

**Reports**:Arts Learning Programs Manager

**Liaises with**: Independent contractors (instructors); Marketing Dept., Artistic Administrator

**ABOUT THE ACT ARTS CENTRE**

The ACT Arts Centre (The ACT), located in the community of Maple Ridge and part of the Greater Vancouver Regional District (GVRD), is the leading provider of engaging, vibrant and excellent Arts Learning Programs, Gallery Exhibitions and Performing Arts Presentations for the growing communities of the region. Opened in 2003, the 486-seat theatre, studio theatre and instruction studios are home to many cultural and community events, delivering an array of diverse arts and cultural programming and activities to over 80,000 patrons annually.

The Arts Learning Programs at The ACT serve approx. 4,000 participants of all ages in over 300 classes, learning and community events annually.

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The Arts Learning Programs Administrative Assistant, reporting to the Arts Learning Programs Manager, will have a wide variety of arts learning program and administrative support duties, with focus on three areas of administration:

- Quarterly data entry of classes and programs through Perfect Mind software ( will train)
- Liaises between The ACT Arts Centre, instructors and participants/parents
- Customer service and communications

**Key Responsibilities**:

- Update and input quarterly class information into Perfect Mind registration system. (will train)
- Input class space requirements into Event Pro scheduling software (will train).
- Prepare quarterly instructor teaching schedules for timely distribution
- Determine supply needs of instructors, acquire/order supplies, assemble individual instructor kits.
- Ensure studio spaces are properly set-up and prepared for classes.
- Prepare class lists for instructors and reports as needed through Perfect Mind registration software
- Quarterly webpage updates using Square Space (will train)
- Supporting instructors and students on-site on programming days with check-in/out, in cases of emergency or disruption, and communication with parents as needed. Onsite assistance for start-of-term classes, spring break and summer camps.
- All aspects of distribution and collection of consent/medical/photo and release forms to registered students, and scanning vaccine cards as applicable, both on-site and electronically.
- Generate enrollment reports and compile participant evaluations as required.
- Update on-site instructor class information clip boards as needed.
- Supply and storage room set-up, organization and clean-up as required.
- Update Policy and Procedures Binder for Arts Learning Programs as needed
- First aid for students on-site as needed.
- General departmental filing
- Other duties, tasks, and responsibilities as may be directed by the Arts Learning Programs Manager

**Knowledge, Experience, Skills and Abilities**:

- Minimum Secondary School Diploma; Post-Secondary course completion preferred.
- Two years of experience in clerical/assistant or administrative support position.
- Experience in an educational or child care environment an asset
- Ability to multi-task and manage multiple and competing deadlines, adapt to new tasks and problem-solve.
- Efficient time management & organization - ability to calmly plan, organize, meet deadlines, and set priorities
- Superb inter-personal and communication skills and the ability to work with a diverse population
- Self-motivated and able to work independently.
- Honesty and respect for confidentiality.
- Proficiency in Microsoft Office required. Knowledge of registration and scheduling software an asset.
- Occasional weekend and evening work may be required.
- First Aid Level 1 (employer will provide)
- Must submit a Criminal Background Check with a Vulnerable Sector Check

**Required Licenses, Certificates and Registrations**:

- Valid BC driver’s license an asset.

**Salary**: $45,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Maple Ridge, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 1 year (required)
- Administrative experience: 1 year (preferred)