Mission
The Rock School develops the whole dancer, enabling students to reach the highest standards of technique and artistry in a nurturing, supportive environment that elevates the art form, the dancer, and the audience.
Title
Administrative Assistant
Reports to
Managing Director and Chief Administration and Content Officer
Salaried
Hourly wage
Management
No
Exempt
No
POSITION OVERVIEW
The administrative assistant supports campus operations including data input, supply ordering, answering phones, assisting with student attendance, day-to-day scheduling, daily office upkeep, and email. This position supports the senior staff with maintaining the routine functions and scheduling. In addition, the administrative assistant assists with special activities and performances, some of which involve attendance at evening and weekend events. The administrative assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including faculty, staff, administration, stakeholders, customers, students, and parents. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.
ResponsibilitiesSupporting Senior Staff
- Meet regularly with the Chief Administrative and Content Officer (CAO) and Managing Director (MD) to determine departmental and support needs
- Arrange and coordinate meetings, schedule appointments, and maintain calendars to ensure there are no scheduling conflicts, appointments are on-time, and materials are available.
- Assist with scheduled customer emails and newsletter creation and distribution.
- Take notes and summarize discussions at various meetings.
- Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading.
- Make travel and accommodation arrangements
- Maintain donor base entering and reporting individual donations
- Share an update internal departmental calendars including development, grants and marketing
Operational
- Be a warm, welcoming presence and greet all guests at the front desk.
- Ensure that the phone is answered in a quick, warm, and upbeat manner during regular school hours.
- Screen and direct phone calls.
- Assist with check-in, check-out, inquiries, and deliveries.
- Sort incoming mail and attach appropriate file/information to facilitate action if required.
- Support planning and execution of school events, including special events, graduation and performances.
- Assist with campus events.
- Serve as an integral part of the crisis management team.
- Keep all necessary office supplies in stock by maintaining inventory and proactive ordering.
- Arrange for office equipment maintenance.
- Support logistics for student travel and field trips.
- Coordinate and arrange meetings, prepares agendas, and reserves facilities.
- Enforce safety protocols of the school to mitigate on-campus risks.
- Collaborate with the facilities team to ensure campus facilities are safe, clean, and aesthetically appealing; create facilities requests as needed.
- Other Duties or Responsibilities
Qualifications
- Bachelor’s degree.
- 2-3 years of administrative assistance experience desired, preferably with an arts organization.
- Prefered experience with - Airtable, Givesmart, Mailchimp, Squarespace
- Availability for early morning shift.
- Flexibility to extend work hours on an as-needed basis for events and campus needs.
- Excellent interpersonal skills.
- Excellent verbal and written communication skills.
APPLICATION INFORMATION
Salary
Compensation is $20 per hour up to 30 hours per week.
The Rock School for Dance Education is committed to recruiting and fostering a diverse community of staff and students and is proud to be an Equal Opportunity Employer. The School prohibits discrimination based on an individual's age, ancestry, citizenship, color, creed, disability, ethnicity, gender identity, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other characteristics protected by applicable federal, state or local law. BIPOC individuals, LGBTQ+ individuals, and members of other historically disenfranchised and marginalized populations are strongly encouraged to apply.
ABOUT THE ROCK SCHOOL
The Rock School for Dance is universally recognized as one of the world’s finest pre-professional training institutions. For 60 Years, it has served the Philadelphia community and beyond, enriching the lives of children in under-resourced public schools and developing leading dancers with the world’s top dance companies.
A Northeastern University study published in the October 2023 journal Scientific Reports named The Rock School for Dance Education the best ballet school among the 1,603 U.S. ballet academies examined. The study looked at 6,363 ballet students over a span of 21 years to note a correlation between where the students trained and their success in Youth America Grand Prix competitions and subsequent professional dance employment. More students from The Rock School proved successful than from any other American school.
George Balanchine and Barbara Weisberger established the School of Pennsylvania Ballet in 1963 as part of Philadelphia’s professional ballet company. The institutions separated in 1992 following a significant gift from philanthropist and community leader Dr. Milton Rock, who gave the growing school ownership of its building. The school was incorporated on November 17, 1992, as The Rock School for Dance Education. Bojan and Stephanie Spassoff led the School to significant growth and acclaim from 1986 through 2021.
Today, The Rock School is led by President & Director Peter Stark, a former professional dancer who is regarded as one of the world’s finest teachers. The School operates on a $6 million annual budget with facilities that include The Rock School | Philadelphia and a suburban satellite school, The Rock School | West Chester. Nearly 200 weekly ballet classes bring hundreds of students aged three to 19 to The School’s studios. 60 International boarding students find a safe and comfortable home at The Marine Club in South Philadelphia, with 90 select students receiving both dance and college preparatory academic education at The Rock School.
The annual Summer Intensive welcomes 500 students worldwide to Philadelphia. Young dancers study for eight weeks with The Rock School’s faculty and a roster of guest artists from the world’s finest ballet and contemporary dance companies. The two-week Junior Intensive prepares less-experienced dancers for advancement in their home schools.
