Assignment: Part-time (20 hours per week); Extended School Year; no benefits
Location: Winnetka Campus
Pay Grade/Rate of Pay: Pay Grade 6; not less than $18.66 per hour
Supervisor: Art Department Chair

Position Outcomes :
To assist the department chair and department faculty by providing general office coordination, reception, and support services to the department. To assist staff, parents and students in obtaining requested information and/or directing them to an appropriate resource.

General Responsibilities :
This employee provides assistance for an academic department. There is contact with staff, students, and parents. This employee works within established guidelines, exercising strict confidentiality, initiative and judgment in performing duties and in staying current with information and procedures. He/she must work independently, demonstrate attention to detail, be well organized and manage multiple tasks with interruptions.

This work involves tasks related to budgetary ordering, inventory, payments, purchase orders, and art department budget. This employee must possess organizational skills, understanding of process and procedures as related to budget.

Qualifications :

High school diploma or equivalent experience.

Knowledge of current office practices and procedures, computers, and additional office equipment.

Ability to keyboard rapidly and accurately.

Knowledge of and ability to use various types of software applications.

Ability to assemble and organize data and prepare reports from records.

Physical ability to move around frequently in office area and other areas of the building.

Exemplary interpersonal skills, and ability to communicate clearly and distinctly with staff, students, parents, and outside agencies.

Position Expectations :

Assists the department chair and department faculty by:

performing reception duties;

collecting, sorting and distributing mail;

updating and maintaining inventories of department texts, AV resources and current forms;

providing support duties such as completing data entry, maintaining databases, completing forms, writing correspondence, typing reports and other documents, organizing mailings, scheduling appointments/meetings/rooms, ordering refreshments, organizing special programs, keeping an accurate department calendar/schedule, making and answering phone calls, delivering messages, making photocopies;

organizing, typing and retaining records, schedules and lists related to department;

tracking faculty attendance and completing daily faculty/substitute attendance process;

requesting and assisting substitute teachers, providing them with necessary materials;

ordering repair and routine maintenance on office equipment.

Assists parents by answering questions and directing them to appropriate resources.

Continues job performance enhancement by participating in professional growth activities.

Exhibits a positive attitude and projects a positive image to parents, students and staff.

Performs other duties as assigned by supervisor.

Items Specific to this Position:

Manages all financial aspects of the department, for both campuses, maintaining organized records of receipts, purchases, and retaining records, including:

accurate entry, payment, and tracking of all purchase orders, p-card orders, and supply/utility invoices for both campuses (ongoing throughout the school year and the summer);

calculating teacher budgets and detailed individual budget tracking and reporting each year;

detailed overall departmental budget tracking and reporting, following every order/deposit/check request, etc. through to payment with the business office and quarterly meetings with department chair;

CTEI and Perkins grant proposal write-up, vender quotes, order placements, and order follow up, inventory and tracking items;

NTFAA, special project, and visiting artist check requests and funds transfers;

monitoring student art kit purchases, calculating and ordering all photo kits, and making the appropriate transfers/payments in and out of our accounts;

communicating with departmental supply/utility vendors in conjunction with New Trier business office;

Receiving and inventorying donations of equipment and relaying all details to the Assistant to the Superintendent (for tax deduction letters);