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    Administrative Assistant - Tampa, United States - Straz Center for the Performing Arts

    Straz Center for the Performing Arts
    Straz Center for the Performing Arts Tampa, United States

    2 weeks ago

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    Description

    Job Description

    Job Description

    Be a Star at the Straz Center for the Performing Arts

    The primary function of the Administrative Assistant - Admin is to provide office administration services and support to the VP of Administration and the Finance, HR, and IT departments.

    Located in downtown Tampa, the Straz offers flexible hours, event-based schedules including evenings and weekends, and a team-based work environment. The Administrative Assistant - Admin position is part-time, with the potential to become full-time in the future. The Straz benefits for part-time staff include employee discounts and a 403(b) plan.

    Essential Functions:

    • Provides administrative supports to the VP of Administration.
    • Coordinates calendars, appointments, and meetings.
    • Assists in planning and coordinating events, and employee meetings including all staff meetings, training classes, orientations, and seminars.
    • Organizes and schedules periodic committee meetings and records the minutes for the meetings.
    • Creates, updates, and maintains policies, procedures, agendas, reports, and forms.
    • Writes emails, letters, memos, and other correspondence.
    • Prepare files, maintains and updates electronic and paper filing systems.
    • Tracks expenses for the HR and IT departments, reconciles invoices and P-Card statements.
    • Maintains HR & IT department budgets and coordinate purchases.
    • Maintains supplies for HR and common areas.
    • Assists HR, Finance, and IT teams with administrative tasks including organization, scheduling, and administrative support.
    • Coordinates interviews with job candidates.
    • Assists in processing background checks.
    • Prepares ad hoc documents and spreadsheets.
    • Maintains contract management database.
    • Arranges travel plans.
    • Prepares and reconciles travel and expense reports.
    • Creates and maintain spreadsheets for tracking data.
    • Communicates inconsistencies, discrepancies, and errors in data.
    • Acts as backup to the Executive Administrator to the CAFO.
    • Assists with reconciliation of monthly benefit payments.
    • Works on a variety of projects as assigned.

    Minimum Qualifications (Knowledge, Skills, and Abilities):

    • Excellent interpersonal, communication, and problem-solving skills.
    • Ability to maintain confidentiality and handle sensitive information with discretion.
    • Proven ability to work collaboratively in a team environment and build strong working relationships with stakeholders.
    • Detail-oriented with strong organizational and time management skills.
    • Experience in the arts and cultural sector is a plus.
    • Ability to adapt to a fast-paced and evolving work environment.

    Education and Work Experience:

    • Associates degree preferred.
    • One to three years of related experience required.
    • Experience in a support role for HR, IT, or Finance a plus.

    Certifications / Licenses:

    • None.

    Physical Demands:

    The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

    • While performing the duties of this job, the employee is regularly required to remain in a stationary position for long periods of time, use the computer, reach, and communicate both in person and by telephone.
    • The nature of this job requires the employee to work on-site as a regular work routine.

    Work Environment:

    The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

    • The noise level in the work environment is usually moderate.

    The David A. Straz, Jr. Center for the Performing Arts, Inc. is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

    Please visit our website at to learn more about the Straz Center.

    Job Posted by ApplicantPro
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