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: .5
Civil Service Jurisdictional Class: Competitive
Required Qualifications:
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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 setting preferred.
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Proficiency in Google Workspace (Docs, Sheets, Drive), financial accounting software, facility scheduling platforms, electronic databases, and digital communication tools.
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High detail orientation, inventory tracking management, ability to multitask, manage complex records systems, and follow detailed oral/written instructions.
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Strong written and verbal communication skills; demonstrated ability to work effectively with staff, students, community donors, external partners, and a diverse local 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 for administrative 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 order general office supplies.
Internal Applicants: Apply online at SchoolFront | Step by step Guide
Internal EA Applicants only can also send their letter via email at recruitment@icsd.k12.ny.us.
If you are a substitute or in the process of onboarding and haven’t officially started, you will be considered an external applicant.
External Applicants: Apply online at RecruitFront
In order for us to receive your application, you must complete the following three steps on Recruitfront:
1. Create a RecruitFront profile: If it's the first time applying to ICSD
2. Create an Application: Checkmark School Related Personnel Only!
3. Apply to Job Posting: After finishing step 2, select APPLY on the job posting.
Salary Range: $$28.75 hr. Based on the 25-26 EA salary grid, a new contract is currently in negotiations
If you need assistance applying, you can make an appointment here. This link is only for help with the application process. If you have a question about your status, please email recruitment@icsd.k12.ny.us
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