New England Center for Circus Arts (NECCA) in Brattleboro, Vermont, a nonprofit circus arts education organization, seeks a part time Administrative Assistant for the full time, three year professional circus arts training ProTrack Program.

The ideal candidate is highly organized and detail-oriented, has excellent communication and administrative skills. A passion for the performing arts is a plus, but not a necessity. As an Administrative Assistant, this role is crucial in supporting the day-to-day operations of our professional circus school, ensuring smooth administrative processes and providing exceptional customer service to our students, faculty, and staff. This role is in person and remote 8-12 hrs/wk.

Under the direction of the ProTrack Director (PT Director), the Protrack Administrative Assistant has three main functions: to update and maintain the highly complex Protrack calendar, to provide additional administrative support essential to the ProTrack Director and Program, and offer solutions to streamline and advance the administrative functioning of the ProTrack program.

Responsibilities

• Responsible for the support of administrative functioning of the ProTrack Program, including, but not limited to: building reference calendars, assisting students and staff on Basecamp functioning, coordinate schedules between instructors, students, and NECCA facilities for weeks with alternative programming, maintaining and updating all calendars, coordinating with other NECCA programs and stakeholders.
• Assist with the administration for auditions, recruitment and onboarding of new students.
• Maintaining accurate student records in our ASAP CRM system, as well as tracking and following up with student attendance
• Support ProTrack administration by responding to inquiries, and provide information about our programs and services, sending communications to ProTrack admin as needed.
• Prepare and distribute class materials, including schedules, handouts, and rosters.
• Attend meetings as needed, creating and maintaining actionable notes and a digital filing system, regularly assess existing processes for improvement, leveraging new automated processes for efficiency, making recommendations when needed.
• Prepare weekly newsletters for both ProTrack Coaches and Students for final review by the ProTrack Director
• Develop and document standardized procedures for common tasks and workflows to ensure consistency and efficiency.

Essential Skills

• Data Entry, Note-taking skills, Google Suite proficiency, decision making skills, Timeliness, Typing, documentation, reporting
• Interpersonal and emotional intelligence skills to effectively, sensitively and confidentially communicate with students and colleagues
• Excellent Verbal Communication and Written Communication
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.

Qualifications

• High school diploma or equivalent; college degree preferred.
• Previous experience in administrative support

Other Skills

• Passion for the performing arts and a willingness to learn about the circus arts industry.

How to Apply

Provide a letter of interest and resume with the subject line “ProTrack Admin Assistant [and the applicant’s last name]” specifying experience and unique qualifications relevant to this position as well as the names of three references ASAP to jstruble@necenterforcircusarts.org.

Non-exempt: $20-25/hr, dependent upon experience. Benefits include paid time off, subsidized Aflac programs after 3 months of employment for those working 10+ hrs/wk, free and discounted classes, free tickets when available, workers compensation and FMLA.

Starting July 2024