School and Office Administrator

Major Responsibilites

Office Administration

• Read and respond to incoming emails and inquiries in a timely manner.
• Answer the office phone, taking messages and returning calls as necessary.
• Order all office supplies for the Company and the School.
• Take meeting notes at weekly Full Staff and School Check-in meetings. Send notes to staff following each meeting.
• Assist in donation tracking and reporting.

School

• Assist School Director in maintaining and monitoring school records, the school calendar, and the day-to-day needs of the school community
• Work with the Managing Director and School Director to establish and disseminate class schedules at the start of each term. Communicate changes and updates to schedules throughout the term.
• Coordinate faculty schedules and resources.
• Maintain communication with guest instructors or lecturers arriving from outside of Philadelphia; when necessary, assist with travel logistics.
• Serve as House Manager for school showings, including the December graduation.
• Coordinate logistics for student field trips, special events and performance.
• Support General Manager with student enrollment for Pig Iron Theatre Company education programs (workshops, summer session, etc.).

Facilities and Rentals

• Ensure studio spaces are ready for use at the start of each scheduled school day.
• Coordinate with the General Manager and Managing Director to ensure proper booking of rentals. Assist General Manager with tracking, invoicing, and payment collection for all rentals.
• Ensure that a staff member or work-study facilities managers is held responsible for opening and locking the studio spaces at the commencement and the conclusion of each rental period.

Finance and Human Resources

Assist General Manager with all financial and human resource matters including, but not limited to:

• Accounts payable and receivable
• Preparation of bi-weekly payroll and banking deposits
• Preparation of quarterly financial reports
• Preparation of financial surveys
• Researching health plans as necessary
• Answering staff questions about benefit plans
• Coordinating workers' compensation and disability claims
• Assisting with preparation of audit materials

Production

• Attend Pig Iron performances as the company representative. This duty is shared and split by the Staff

Qualifications

Candidates should have two to three years’ work experience in a related field, basic computer skills, excellent written and oral communication skills and a passion for the arts. Bachelors’ degree preferred. Experience with Quickbooks and event planning a plus. Must have an up-to-date driver’s license.

Salary and Benefits

The School and Office Administrator is a full-time salaried position (low 30s) with benefits, including health and dental insurance. In general, hours are 8:30am-4:30pm weekdays at the Pig Iron office at 1417 N. 2 nd Street, Philadelphia, PA. This position requires occasional night and weekend hours for special events.