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BE Dance Studios, Inc. Office Assistant Miramar, FL·Part time Apply for Office Assistant

Office Assistants perform a wide variety of tasks to ensure effective and efficient outcomes for school staff and stakeholders.

Description

Office Assistants report directly to Program Directors. They serve as the initial point of contact for BE Dance Education and Training Programs and are key members of the BE Dance Team.

Office Assistants must be able to work in-person and be onsite at BE Dance five (5) days per week, as they are responsible for opening and closing the building. These positions require high levels of professionalism, good instincts, confidentiality, positive energy, and a can-do attitude. Excellent written, verbal, interpersonal, problem-solving, and organizational skills are required.

DUTIES AND RESPONSIBILITIES

Administration & Support

• Serve as front-line point of contact for Program Directors and Studio office
• Assist students and cultivate trusting relationships with students and community.
• Introduce BE Dance and its programs to prospective students by telephone, email, and in person.
• Provide information on programs, distribute marketing material, and appropriate registration information.
• Provide administrative support for program and organization staff as needed; handle traditional office tasks such as answering phones, greeting walk-ups, replying to emails, filing, and photocopying.
• Assist with performances and events, as needed.
• Track and report attendance.
• Manage student appointments and process payments.
• Coordinate with Program Directors and other staff.
• Order supplies and equipment, address facility needs, including cleaning and maintenance.
• Attend team and department meetings.
• Maintain scheduling and timecards for all Education department staff.
• Complete data entry for student records in designated programs and manage attendance records.
• Track incidents and behavior reports and schedule conferences with parties of interest as necessary.
• Provide support to fellow staff and Finance Coordinator.
• Coordinate class assistants and intern schedules.
• Coordinate building safety policies and procedures, and distribute them to students, faculty, and staff, including the creation of fire safety and action plans at the start of each season.
• Arrange faculty and pianist substitutions, as well as makeup classes/work as needed.
• Assist with boutique inventory, sales, and stock.
• Assist in the scheduling and notification of department, staff, and organization meetings with Program Directors, Artistic Director, and Administrative Teams.
• Maintain and organize student records and the department filing system.
• Schedule year-round auditions, appointments, and meetings for designated programs.
• Prepare materials and provide support for Education Committee Meetings.
• Perform other duties as assigned.

QUALIFICATIONS

• Proficiency in Microsoft and Mac systems
• Extremely organized, attentive to detail, and able to manage and prioritize multiple projects in a fast-paced environment.
• Excellent writing skills, telephone manners, and interpersonal skills.
• Demonstrated ability to work productively with artists, students, parents, educators, and administrators.
• Apt problem solver and multi-tasker.
• Act with discretion and respect confidentiality in a customer service-oriented environment.
• Collaborative team player—energetic, enthusiastic, positive, and personable—with the ability to build relationships with stakeholders including staff, board members, and their assistants, contacts, external partners, and donors.
• Proven ability to interact clearly and effectively with a broad range of people.
• Aptitude to handle confidential and sensitive information with discretion and diplomacy is critical.
• A passion for and knowledge of the performing arts.
• Available onsite to work in person five (5) days per week, including evening hours through 9:00 PM during the work week, with consistent Saturday hours.