.5 Administrative Assistant (Fine and Performing Arts)

Ithaca City School District; City of Ithaca (NY); In loco; USD 33.000 - 47.000; Part-time

Descrizione del lavoro

Ithaca City School District's Fine & Performing Arts department seeks a part-time Administrative Assistant to provide essential financial, administrative, and operational support to the Director and the department. The role manages purchasing, budget tracking, instrument inventories, scheduling, and event logistics for concerts and theater programs.

The successful candidate will have a high school diploma (associate/bachelor preferred) and proficiency with Google Workspace, financial software,

Competenze

• High school diploma or equivalent required (Associate or Bachelor’s degree preferred).
• Associate degree + 2 years administrative/clerical experience or High School diploma + 4 years administrative/clerical experience.

Mansioni

• Purchasing, requisitions, and tracking for instructional supplies and equipment.
• Budget accounting, posting, reconciling, and ledger coding for departmental accounts.

Conoscenze

High attention to detail

Inventory tracking

Multitasking

Written & verbal communication

Customer/stakeholder interaction

Formazione

High school diploma

Associate degree preferred

Bachelor’s degree preferred

Strumenti

Google Workspace

Financial accounting software

Facility scheduling platforms

Electronic databases

Digital communications tools

Descrizione del lavoro

400 Lake Street • Ithaca, New York • 14850

NOTICE OF VACANCY

Position Title: .5 Administrative Assistant (Fine & Performing Arts)

Brief Description: The Fine and Performing Arts Secretary provides essential administrative, financial, and operational support to the Fine and Performing Arts Director and the Department. This position ensures smooth department functioning, manages fiscal tracking and purchasing, coordinates facility schedules and work orders, maintains district instrument inventories, and assists with event logistics across concert and theater programs

Location(s): Fine & Performing Arts

Anticipated Start Date: 10/26/2026

Posting Dates: 10/21/2026‑ 11/5/2026

Number of Vacancies: 1

Civil Service Jurisdictional Class: Competitive

Required Qualifications:

• High school diploma or equivalent required (Associate or Bachelor’s degree preferred). Either (a) Associate degree + 2 years of administrative/clerical experience, or (b) High School diploma + 4 years of administrative/clerical experience involving electronic record maintenance in spreadsheets/databases. Previous secretarial or accounting experience in an educational settingpreferred.
• Proficiency in Google Workspace (Docs, Sheets, Drive), financial accounting software, facility scheduling platforms, electronic databases, and digital communication tools.
• High detail orientation, inventory tracking management, ability to multitask, manage complex records systems, and follow detailed oral/written instructions.
• Strong written and verbal communication skills; demonstrated ability to work effectively with staff, students, community donors, external partners, and a diverselocal community

Key Duties & Responsibilities

1. Financial & Budget Management

• Purchasing & Requisitions: Prepare, submit, and track purchase orders and requisitions for instructional supplies, sheet music, theatrical equipment, and departmental materials.
• Budget Accounting: Review, classify, post, and reconcile financial documents and departmental accounts. Balance operational budgets and ensure proper ledger coding. Gather data and compile figures to assist administrators with budget preparations.

2. Student & Academic Support Services

• Observation Scheduling: Coordinate and schedule appointments and observations.
• Extracurricular Contact Tracking: Maintain comprehensive contact information spreadsheets for extracurricular theater student participation for staff, directors, and production teams.
• Instrument Inventory & Asset Management: Maintain accurate database and spreadsheet records of all district-owned musical instruments. Manage loans, distributions, assignments, and returns for students and staff.
• Instrument Donations: Coordinate intake, cataloging, evaluation, and donor acknowledgment for donated musical instruments.

3. Facilities, Logistics & Communications

• Rehearsal Room Scheduling: Oversee and coordinate reservation calendars, practice rooms, rehearsal halls, and performance spaces. Secure facilities and coordinate room usage across the district.
• Work Orders: Submit, track, and follow up on facility maintenance, custodial, and technology work orders related to arts equipment and spaces.
• E-Sign & Digital Announcements: Draft, format, and push out digital signage electronic announcements, and posters for departmental updates, performance schedules, and audition calls.
• Program Participation Reporting: Distribute event and student participation foradministrative tracking and record-keeping.
• Event Setup & PLC Support: Assist with concert organization, lobby set-up/take-down, display exhibits, and PLC support.
• General Administrative Support: Compose routine correspondence independently, answer phones, distribute mail, manage filing systems, and ordergeneral office supplies.

Salary Range: $28.75hr.Based on the 25-26EA salary grid, a new contract is currently in negotiations

The Ithaca City School District does not unlawfully discriminate in employment on the basis of age, race, color, religion, creed, ethnicity, national origin, sexual orientation, gender identity and expression, military status, veteran status, sex, disability, predisposing genetic characteristics, marital status, familial status, domestic violence victim status, or other federal/state protected status.

About Us:

We envision 6000+ Thinkers. Thinking is foundational to the development of self and society. It is the cornerstone of all creative ideas and problem-solving, new scientific discoveries, new products and services, individual and organizational learning, education, business success, interpersonal and intrapersonal communications, all social change and even democracy itself. Our vision is what we see. It motivates us. Our vision is audacious.

Our mission is to engage, educate, and empower. We will strive to engage all students in the importance and relevance of thinking; to educate every learner to communicate, comprehend, and collaborate for understanding; and to empower all in the ICSD to achieve academic excellence.

Visit Our Website: ithacacityschools.org