Programs Assistant

Positions Summary

The Programs Assistant works collaboratively across departments to help ensure smooth daily operations. They are a primary contact point for instructors and assistant instructors, they manage class cancellations, plan and distribute weekly schedules, lead weekly closing ceremonies and student and instructor orientations, and work with the Finance Department to manage weekly instructor payments, materials reimbursements, and related paperwork. They communicate across departments to coordinate campus operations and support other staff with planning and facilitating special events. This position reports to the Programs Director and is an approximate 35-hours per week, nonexempt hourly, and benefits eligible position.

Position Responsibilities

• Develop and schedule weekly evening and morning program offerings such as demonstrations, storytelling, presentations, and special events and gatherings. Develop and share the weekly printed student schedule.
• Manage weekly events including the instructor social, instructor lunch, the craft social, and closing ceremony. Facilitate instructor and student orientations for weekend sessions.
• Act as MC during the weekly closing ceremony, speaking in front of a large group on a regular basis.
• Coordinate instructor honorarium and travel reimbursement including management of all W-9’s, receipts and invoice requests for up to 1,500 instructors and assistant instructors per year. Submit necessary invoices to the Finance Department on a weekly basis on a tight deadline.
• Coordinate instructor and assistant instructor travel including communicating Folk School policies and procedures to instructors, approving expenses (with support from the Programs Director when needed), soliciting travel plans and shuttle needs, and relaying relevant information to the Student Services and Programs departments.
• Manage weekly class cancellations, including determining when classes will need to be cancelled, cancelling them in the system, and communicating with all necessary parties.
• Manage key data including instructor information, assistant instructor assignments, compensation information, and class cancellations.
• Manage assistant instructor contracts for up to 500 assistant instructors per year.
• Administer shared calendars to coordinate reservations for Community Room, Open House, Festival Barn, and other commonly used spaces and respond to space use requests.
• Play a substantial role in the planning and operations of our kids’ camp, Little Middle Folk School, including class development, instructor communications, and managing camp leaders and volunteers both before and during the event.
• Work with Programs and events staff to help plan and facilitate special events and activities.
• Work collaboratively with Programs staff to contribute to creative program development. Attend team meetings and give updates as well as contribute ideas to help achieve overall team goals.
• Assist as needed with studio operations, program operations and instructor needs/communications.
• Provide essential office coverage including working some Saturdays and Sundays when weekend classes are in session.
• Provide high-level customer service and support for students and instructors.

Education and Experience Requirements

• High school diploma required; bachelor’s degree preferred. At least two years of experience in customer service or administrative support, or an equivalent combination of education and experience, is preferred.
• Excellent customer service and communication skills.
• The ability to work collaboratively across departments.
• Comfortable with public speaking and engaging large groups.
• Excellent attention to detail and written communication skills.
• Solid understanding of the Folk School concept and a desire to engage and promote this educational model.
• A resourceful problem-solver who can meet deadlines and make clear decisions.
• Experience with Finance Edge, or other accounting software, is very helpful.
• Must be proficient in Microsoft Outlook, Teams, and Word, and possess strong overall computer literacy, including the ability to learn and navigate new software and systems independently.
• Must have the capacity to manage a large volume of invoices and vendor information weekly.
• Must be a collaborative team player with a willingness to support operations as needed.

Physical Demands

This position requires travel and the ability to drive a car. A current driver’s license is required. The position requires that the employee be able to walk unaided up and down hills and over uneven terrain, bend, stoop, and have use of fine and gross motor skills. The work of this position frequently requires the use of hands to finger, handle, or touch objects, tools, or controls. The employee must occasionally lift and/or move heavy objects or boxes, up to 25 pounds. While performing the duties of this job, the employee will likely need to sit and to work at a computer up to eight hours a day. Must be able to work weekends and holidays, as needed. This position requires fluency in English.

Pay & Benefits

The pay for this position is approximately $17.00 per hour. The Folk School offers a comprehensive benefits package, including health, dental, and vision insurance; two tuition-free classes per year; free lunch options; and generous paid time off.

Applications

To be considered for this position, please submit the following materials below.

1. Cover letter that expresses your desire to work at the Folk School and reasons for interest in the position.
2. Resume detailing education and work experience.
3. Contact information for three professional references.

Review of applicants will begin immediately and continue until the position is filled.

JCCFS is an EEO Employer. EEO employers are committed to hiring a diverse workforce and sustaining an inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, national origin, gender, sex, age, religion, disability, sexual orientation, or veteran status, or any other status or characteristic protected by law.