Administrative Assistant 3 (Arts in Education) / Project

Description

This is a project position expected to last through June 30, 2023

Who we are:
The mission of the Washington State Arts Commission, also known as ArtsWA, is to be a catalyst for the arts, advancing the role of the arts in the lives of individuals and communities throughout the state. We have a particular interest in serving diverse populations and increasing equity and access in the arts. Interested candidates are encouraged to visit our website www.arts.wa.gov to gain insight into the agency's mission and strategic plan.

What you will be doing:

You will be providing technology support for online programming, maintaining program records, issuing contracts, processing invoices, supporting grant panels, tracking program budgets, and other administrative duties related to our AIE programs. Administrative practices are key to meeting our program community engagement and accessibility goals. 

Interested candidates are encouraged to visit our website www.arts.wa.gov and the Arts in Education pages https://www.arts.wa.gov/arts-in-education/  to gain insight into the agency's mission and strategic plan.

AIE Program Goal: Support Statewide Access to Arts Education for all PreK-12 Students.

Strategies:

• Foster collaboration within the arts education landscape.
• Expand learning opportunities for educators working to close the opportunity gap.
• Strengthen youth, educator, and family civic engagement with the arts and cultural sector.
• Ensure arts learning is accessible to all PreK-12 students in Washington State.
• Elevate the role of arts education in Washington State through Data, Research, and Accountability.

Who we are looking for:

Do you have strong administrative skills and an interest in arts, equity, and/or education? ArtsWA is looking for a strong collaborator to support the many projects in our busy Arts in Education Program. The ideal candidate is interested in connecting administrative details to our community access goals. We are looking for someone proficient with Excel, Zoom tech support, Word, and Outlook. A background in the arts or PreK-12 education is a plus, but not required.

The work requires organization, independent follow-through, flexibility with piloting new processes, collaboration, and the ability to work on overlapping projects with layered deadlines.  Applicants with interest in the arts and/or arts education are encouraged to apply.

Why YOU would be interested in this position:

This position will provide integral administrative support for growing the Arts in Education (AIE) program in service of students and educators across the state. The AIE team is busy and highly collaborative. You will be working with ArtsWA staff and also teaching artists, arts leaders, youth, schools, and arts and cultural organizations across the state.  Our programs include grants, professional development for educators, youth leadership opportunities, and ongoing research.  Strong administrative support is key to effective implementation of all Arts in Education (AIE) programs. AIE programs you will support include:

• Arts in Education Grants
• The Creative Start Program
• Poetry Out Loud
• The Teaching Artist Training Lab
• The Washington Youth Arts Leadership Program
• Arts for All (A4A) Coalition 

Because we are a small agency, you will have multiple opportunities to develop, grow, and become deeply involved in the work of our department. 

If this position fits your experience and you are passionate about equitable access to arts education, we encourage you to apply.

Duties

Some of what you'll enjoy doing includes:

AIE Grant Programs

• Manage grant applications, final reports, and other associated documents submitted online
• Screen grant applications for eligibility and completion
• Provide technical assistance and guidance to grant applicants
• Prepare and issue AIE grant award contracts and notifications
• Maintain, organize, screen, and track grant applications, correspondence, and information for public record
• Manage grant panel logistics
• Manage panelist payments, lodging, travel, and special accommodations as needed

Fiscal Support

• Receive grant payment requests and prepare invoices for manager approval
• Post and track all program payments
• Reconcile program budgets with agency budget reports
• Overall records management and retention 
• Produce reports from databases to document the impact of grant investments 
• Prepare, distribute, and manage AIE professional service contracts and payments

Event and Scheduling Support

• Schedule meetings and online events in Outlook
• Manage Zoom event creation, registration, and set up
• Provide technical support for Zoom meetings, convenings, and events

AIE Communications Support

• Draft, edit, and proof program correspondence and associated materials
• Support AIE communication and outreach efforts

Qualifications

REQUIRED:

High school graduation or GED

AND

Two (2) years of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

AND

• Skills and abilities with basic office equipment (including computer, phone, fax, copier, and printer)
• Proficiency with Microsoft Office Suite (incl. Word, Excel, Access, and PowerPoint)
• Proficient use of email and the internet, and proficiency with electronic/online program management software or client management/project management systems

PREFERRED/DESIRED:

At least one year of administrative experience that includes in support of a recognized arts, cultural, philanthropic, or educational program 

AND
Fiscal processes such as drafting contracts, processing invoices, working with grants, and/or online application systems

Supplemental Information

Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting; 
• A current resume, detailing experience, and education; and 
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

 

NOTE:  The initial screening will be solely based on the contents and completeness of the "duties summary" section of your application in Careers.wa.gov, completeness of the application material submitted, and the supplemental questionnaire.  A resume will not substitute for completing the "duties summary" section of the application. Responses to the supplemental questionnaire regarding work experience must be reflected in the "duties summary" section of the application.

By submitting materials you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. 

 

NOTE:   This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE). 

Conditions of Employment: 

• COVID Vaccination Requirement: Per Governor Inslee's Proclamation 21-14 (Download PDF reader), state employees must be fully vaccinated against COVID-19. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen.  If you are selected to serve in this position, you will be required to provide proof of vaccination before you are able to begin work.  Please note that any offer of employment is contingent upon you providing verification of your vaccine status, having an approved medical accommodation, or having an approved religious accommodation. No start date will be approved until you have either verified your vaccine status or have an approved accommodation. 

 

Please do not attach your vaccination verification to your application as it will be removed. Details on how to proceed with verification or accommodation will be provided once a conditional offer has been made. 

 

Opportunity for All: 

The Arts Commission celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical...