.5 Administrative Assistant

.5 Administrative Assistant (Fine and Performing Arts)

Position Start Date

10/26/2026

Position Title

.5 Administrative Assistant (Fine and Performing Arts)

Required Application Type

School Related Personnel

Job Description

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:

• 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.

• Proficiency in Google Workspace (Docs, Sheets, Drive), financial accounting software, facility scheduling platforms, electronic databases, and digital communication tools.

• High detail orientation, inventory tracking management, ability to multitask, manage complex records systems, and follow detailed oral/written instructions.

• 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 (https://ithacacityschools.schoolfront.com/login.aspx) | Step by step Guide (https://drive.google.com/open?id=1yPcXZD3_WxU_9zATyzbKXjuuoaIXci_C)

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 Applicant