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You will be updated with latest job alerts via emailUSD 24 - 28
1 Vacancy
Who we are:
Scottsdale Arts was established in 1987 as a private nonprofit 501(c)(3) and has evolved into an organization with six dynamic operating departments that span the visual and performing arts arts education and cultural engagement. Through its six departments Scottsdale Arts offers diverse high-quality arts experiences to hundreds of thousands of Scottsdale residents and visitors annually in addition to fostering the active engagement of government business education and the private sector in the arts.
What we offer:
Summary:
Are you passionate about the arts and eager support the behind-the-scenes work that makes the live performance industry function Do you get a thrill from implementing highly efficient administrative processes making sure every contract and payment deadline is on track Can you juggle multiple responsibilities with integrity professionalism and a positive attitude If so then we are looking for you! Come join the Programming Department at Scottsdale Arts as the Programming Administrative Specialist!
Important Details to Know:
Compensation: $24-$28/hr DOE
Shift/Hours: M-F 8hr Shift
Job Type: Non-Exempt
Location: Scottsdale AZ
If you need assistance or accommodations during the recruitment process please reach out to us at
Here is what you will get to do:
ESSENTIAL FUNCTIONS: (Under direction of supervisor)
1. Contract Admin:
Responsible for the departments contract administration process including contract review red-lining execution and limiting liability for the organization
Annually review organization-wide contract templates and addendums ensuring consistency and best practices
Acts as the departments super-user for project management software that tracks key milestones and tasks across the booking process (Asana)
Drafts contracts and offer letters as needed.
2. Financials and Budget:
Ensure all deadlines and conditions pertaining to performance payments are met.
Prepare final show settlements based on contract terms box office statements and expense reconciliation.
Process vendor invoices
Complete music royalties reports and payments.
3. General Admin:
Update budget templates ticket set-up forms and contact lists annually
Represent the department at staff meetings organize meetings take notes and coordinate technical support from IT or OPS
Proofread marketing materials Provide administrative support to supervisor/director as assigned
Participate in mission-driven initiatives and projects as assigned
Here is what you will get to do:
ESSENTIAL FUNCTIONS: (Under direction of supervisor)
1. Contract Admin:
Responsible for the departments contract administration process including contract review red-lining execution and limiting liability for the organization
Annually review organization-wide contract templates and addendums ensuring consistency and best practices
Acts as the departments super-user for project management software that tracks key milestones and tasks across the booking process (Asana)
Drafts contracts and offer letters as needed.
2. Financials and Budget:
Ensure all deadlines and conditions pertaining to performance payments are met.
Prepare final show settlements based on contract terms box office statements and expense reconciliation.
Process vendor invoices
Complete music royalties reports and payments.
3. General Admin:
Update budget templates ticket set-up forms and contact lists annually
Represent the department at staff meetings organize meetings take notes and coordinate technical support from IT or OPS
Proofread marketing materials Provide administrative support to supervisor/director as assigned
Participate in mission-driven initiatives and projects as assigned
Here is what you will need to be successful:
QUALIFICATIONS: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Education: Bachelors Degree preferred. In lieu of bachelors degree additional years of experience and/or education may be substituted.
2. Experience: minimum 1 year experience supporting administrative functions preferably with experience handling contracts and event settlements
3. Attributes:
Detail oriented and highly organized with strong time management and multitasking abilities
Strong financial literacy with ability to compile and analyze financial information.
Excellent communication and interpersonal skills to interact effectively with diverse stakeholders; professional and positive demeanor
Ability to work independently and as part of a team
Proven track record in a fast paced continuously evolving work environment with strong problem-solving skills excellent judgment and adaptability
Excellent computer skills and proficiency in Microsoft Word Excel PowerPoint Outlook Adobe Acrobat Pro and database programs required
Genuine interest in music and the performing arts is a plus
Ability to read and interpret documents write routine reports and correspondence
Ability to add subtract multiply all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written oral and diagram form.
4. Work Environment: While performing the duties of this job the employee is regularly required to sit. The employee is occasionally required to use hands to finger handle or feel; reach with hands and arms; and talk or hear. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision. While performing the duties of this job the employee is occasionally exposed to outside weather conditions. Must be available occasional evenings and weekends.
5. Other requirements:
Must possess valid drivers license and driving record which is acceptable to the organizations insurance carrier.
Must be 18 years of age or older
Required Experience:
Unclear Seniority
Full Time