The Hotchkiss School is eager to accept applications from individuals who are excited to support an inclusive and warm working and learning community for students and employees from a wide array of backgrounds and experiences.

POSITION SUMMARY

The Arts Administrative Assistant supports the arts programs by developing and implementing effective systems to ensure the office, events and performances run smoothly and gain positive coverage with the appropriate audiences.  The Arts Administrative Assistant primarily supports arts programs during the academic year and also contributes toward planning for summer art programs. 

The functions detailed below support all program areas of the Arts Department, including: studio art, photography, music, theatre, dance, in addition to the Tremaine Gallery.  Given the high degree of collaboration between the Arts programs, the incumbent is required to work on campus.

ESSENTIAL FUNCTIONS

Arts Office Operations

• Manages incoming inquiries on the arts programs; receives and responds to visitors, phone, mail and email; routing them to the appropriate person.
• Assembles programs for Theatre, Music, and Dance performances.
• Collaborates with program directors to identify administrative production needs and implementation for theatre, dance, music and visual arts.  
• Assists in the set-up coordination on the day of event/performance.
• Assists program lead with logistics for visiting artists, including:
• Contract maintenance,
• Travel and hotel arrangements,
• Shipment and logistics of visiting art installations.
• Assists program lead with logistics and set up for temporary employees and volunteers, in coordination with HR.
• Maintains box office system to coordinate reserved seats and tickets for event guests and deposit collected donations.
• Compiles and prepares invoices for approval and payment.
• Maintains the inventory of department office supplies and places orders as needed.
• Assists program director(s) to ensure arts facilities are generally in good order; communicating routine maintenance needs, especially in the lead of events and performances.

Communication and Publicity of the Arts

• Coordinates with program leaders the development and implementation of systems of communications for arts events and news, establishing an annual calendar of events and media coverage.
• Publishes special events details on internal & external communications channels, including:
• Arts competitions, student gallery submissions, student publications, visiting artists, lectures, alumni artist events, museum and gallery trips off campus.
• Collaborates and coordinates with program directors to develop press releases and news articles in timely matter and to publish them on multiple platforms including mailings, web page and social media.
• Works closely with the communications office and external vendors to design templates for digital and print media and advertising for arts events and performances.
• Works closely with the communications office, informing them about upcoming events and news as well securing updated information on the School’s website. 
• Promotes local outreach of events by establishing relationships with nearby businesses, churches, retirement communities, and other cultural venues. Ensures proper distribution and posting of informational material.
• Ensures that materials developed are aligned with standards set by the communications office.

Tremaine Art Gallery

• Assists in gallery show installation, specifically:
• Lists, labels for each artwork, printing artist’s statements, price lists and bios;
• Communicating and scheduling with artists, collecting images, written materials, artworks, shipping needs and supporting materials.
• Schedules volunteers to supervise the gallery and provides backup support when a volunteer cannot be scheduled during critical gallery hours.

Qualifications

• Associate’s degree or combination of education and experience;
• Successful administrative experience;
• Excellent organizational skills and detail oriented;
• Ability to set priorities and meet deadlines;
• Proficiency with technology, able to adapt and learn new technology as needed;
• Proficiency with effectively using social media (Facebook, Instagram, etc.) and advertising to reach various audiences;
• Excellent communication skills, both written and oral;
• Ability to collaborate in a team environment;
• Ability to work well with a variety of people from various backgrounds;
• Ability to persist to ensure thoroughness and work independently and proactively;

PHYSICAL CONDITIONS

• Work is conducted primarily in an office environment.
• Operates keyboard, and computer.
• Moderate to frequent lifting/carrying up to 25 pounds.
• Moderate to frequent standing and stooping, mostly when assisting with events and productions.
• Must be able to traverse between the office and various areas of the arts, on and off-campus

Department: Arts

FLSA: Non-Exempt

Reports to: Head of Visual & Performing Arts

Schedule: 10-month, .80 FTE, scheduled 32 hours per week

                   Generally Mon-Tue-Thurs-Fri 8:00-4:30 (off on Weds)

                   Availability for events on occasional nights and weekends.

Designation:  Staff 

Travel: Occasional local travel

COVID-19 

Given the persistent risks of the spread of the COVID-19 virus -- all employees of the School are required to be fully vaccinated by their first day of work as a condition of employment. Employees who are unable to receive the vaccine due to disability, medical condition, or a sincerely held religious belief may request an exemption, which will be reviewed by the School to determine the availability of any reasonable accommodations.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.

About The Hotchkiss School

Located in the scenic Berkshire-Taconic landscape in the quiet northwest corner of Connecticut, The Hotchkiss School is a community in which faculty and staff members build careers and grow as professionals. We seek to identify, recruit, and develop faculty and staff members who bring a diversity of experiences, perspectives, talents, and backgrounds. Collectively, we are dedicated to supporting the intellectual, social, and emotional growth of nearly 600 students who come from around the country and the world. In the 2022-2023 school year, 41 percent of Hotchkiss students are U.S. students of color, 13 percent are international, and 96 percent of students are boarders from 27 countries and 36 states in the U.S. The School is eager to accept applications from individuals who are excited to support an inclusive and warm learning community for students from a wide array of backgrounds and experiences.

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