Experience:
1-3 years of experience
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Employment Type:
Full time
Posted:
2/14/2020
Job Category:
Education
Program Assistant, Education Programs and Productions
(This job is no longer available)
The John F. Kennedy Center | Washington, AR
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Job Description

About the Organization:

The Kennedy Center is the nation's cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents more than 2,000 performances each year across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. Diversity is a critical component of our mission, vision, and values. Our staff exhibits a wide variety of perspectives and experiences which enable us to foster and strengthen an environment of diversity and inclusion.

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts.

Job Description:

The Program Assistant, Education Programs and Productions, is responsible for a wide range of administrative, logistical, and programmatic support for the Director of Education Programs and Productions and the Director of Education Activation and Engagement. They will provide general administrative support for the Education Programs and Productions team, delivering a variety of services that ensure the efficient operations of the team and advancement of education programs.

The Program Assistant interacts with all levels of staff, artists, arts leaders, business leaders, and patrons, sometimes under pressure, remaining flexible, proactive, pleasant, resourceful and efficient, with a high level of professionalism. They must be able to work independently with minimal supervision, be well-organized, flexible, and enjoy general office work. Excellent written and verbal communication skills and attention to detail are essential.

Duties and Responsibilities:

50% Administration and Logistics

* General Administration - Assists with administrative functions and provides clerical and logistical support to the Director of Programs and Productions and the Director of Activation and Engagement including, but not limited to, responding to requests for information; ensuring effective, accurate, and timely communications within the institution, with patrons, and with independent contractors; preparing and keeping current financial information, processing contracts, requisitions, purchase orders, and preparing minor financial reports; keeping files and records current and organized; maintaining distribution lists, and databases; collecting and tabulating data from various sources; designing, writing, editing, and proofreading materials; taking, editing, and distributing meeting notes; researching and drafting written/presentational materials for the Directors, creating professional-level materials that require minimal editing prior to presentation.
* Program Logistics - Organizes the technical, logistical, communication, and registration needs for select Programs and Productions events, meetings, workshops, trainings, and conferences including, but not limited to, Sound Health Second Saturdays and the annual Arts Summit; preparing contracts; working with Marketing & Sales department to set-up programs within the ticketing and information systems; hotel and travel arrangements; maintenance of registration lists; production of paper and digital materials (agendas, surveys, etc.); site reservation, setup, catering, etc. Serves as liaison to the Production and Facilities departments. Prepares travel and lodging arrangements for Programs and Productions Directors. Assists with coordinating and supporting volunteers. Coordinates outside contractors, as needed.
* Serves as liaison to the Programs and Productions team in order to keep business processes on schedule and ensure that all dates, obligations, and deadlines are met.
* Serves as a liaison with other Kennedy Center departments regarding Programs and Productions needs.

30% Education Artist-in-Residence Initiative Support

* Schedules weekly meetings with Director of Education Programs and Productions and Education Artist-in-Residence's team, as well as various production meetings with related departments as needed. Edits and distributes meeting notes. Creates working production calendars for overall residency and individual Artist-in-Residence (AIR) projects under the supervision of Director of Education Programs and Productions. Creates itineraries for AIR when visiting DC, coordinating travel/lodging arrangements and internal meeting and rehearsal scheduling. Assists in reserving building space for AIR projects and rehearsals. Processes contract payments and reimbursements for AIR and other members of AIR artistic team. Serves as on site wrangler/artist liaison for AIR during visits to Kennedy Center. Quickly and professionally responds to the needs and requests of the AIR and his/her team.

5% Program Development and Support

* Assists with the research and development of Programs and Productions initiatives. Conducts research on artists and artistic issues and trends. Captures, collates, and distributes articles and information related to Programs and Productions areas of interest from various media platforms. Researches and reports on the state of the field.

3% Marketing & Communication

* Assists in compiling and synthesizing information on programs and special events to produce briefings, reports, and publications; assists with the development, design, and dissemination of digital resources; assists with social media efforts for programs and activities across the Programs and Productions team and generates social media content and announcements; researches target groups for marketing and outreach efforts. Reviews marketing materials for accuracy. Prepares supplemental marketing materials for programs and oversees distribution. Collects, writes and designs quarterly Education Program and Productions internal newsletters.

10% Other Projects and Programs

* Assists with office and departmental activities, conferences, events, projects and programs as needed. As well as with other special projects and programs related to the Programs and Productions team.

2% Staffing & Support

* Assists in the hiring, training, and supervision of Programs and Productions intern; assists in the supervision of volunteers. As onsite staff during events, Assistant provides support for artists, presenters, and patrons; is a liaison for Production and House Management; supervises volunteers; ensures the smooth execution of the event and troubleshoots issues as they arise.

N/A Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner; Adheres to all employer policies and procedures.

N/A Other duties as assigned.

Key Qualifications:

* Bachelor's degree or equivalent experience in a performing arts or education related field
* Two years of experience in general office administration and program planning/implementation, preferably within a performing arts organization
* Working knowledge of production and logistical requirements for live events
* Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Access) and social media platforms (Facebook, Twitter, YouTube, etc.)

Who You Are:

* You have strong customer service and interpersonal skills, as well as exceptional telephone and email etiquette and a professional demeanor while interacting with internal personnel, presenters, participants, artists, and the general public.
* You have the ability to build effective relationships within the organization.
* You are highly organized, self-motivated, nimble, team player, work well under pressure, and be able to organize and prioritize multiple tasks.
* You are able to synthesize information from disparate sources into a unified whole, and able to work quickly and efficiently while maintaining quality and accuracy.
* You have excellent writing, editing, and communication skills.

Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate in person and on the telephone. The employee is frequently required to use hands to finger, handle, or feel in order to operate computer keyboard, office equipment, and other essential tasks. The employee is frequently required to sit, stand, walk, bend, stoop, crouch, and reach with hands and arms. This position infrequently lifts, carries, or otherwise moves and positions objects weighing up to 25 pounds.

Work Environment:

Must be able to work extended hours, including nights and weekends. Frequent interaction with the public. The noise level in the work environment is normal.

Benefits:

We offer a comprehensive range of benefits to all full-time employees including: Medical, Dental, Vision, Paid Time Off, Paid Sick Leave, and a matching 403(b) Retirement Plan.

Additional benefits include: Commuter Programs, Education Assistance Programs, Social Activities, and other employee discounts and specials.