Administrative Assistant - Arts/Facilities

Position Summary

The Administrative Assistant provides organized, proactive administrative support to both the Arts Department and Facilities Department, with responsibilities divided evenly between the two departments. This role helps ensure the smooth coordination of arts programs, performances, and events while also supporting facilities operations, projects, vendors, and day-to-day administrative needs. The ideal candidate is highly organized, detail-oriented, flexible, and able to manage multiple priorities while providing excellent communication and service to students, families, faculty, staff, vendors, and guests.

All employees of Southwest Christian School are expected to demonstrate patience, humility, integrity, and kindness while performing the day-to-day duties of the role and to prayerfully work with administration, faculty, students, and families to develop and maintain a school which is distinctively Christian, academically excellent, and globally minded.

Essential Job Responsibilities

• Prepares schedules, documents, and other supporting materials to support the effective operation of both the Arts and Facilities departments
• Coordinates calendars, schedules, meetings, arts events, performances, and facilities-related activities, including venue/room setups are done according to specifications
• Provides excellent customer service by responding to questions, resolving routine issues, coordinating details, and consistently following up to ensure requests and projects are completed in a timely manner
• Maintains organized and accurate records regarding departmental purchases, receipts, invoices, budgets, and contractor bids and ensures all purchasing aligns to standard practices (appropriate documentation and timelines) 
• Learns and effectively manages the BookTix ticketing platform for approximately four annual arts productions, including ticket setup, sales tracking, and event-related support
• Maintains clear, open, professional communication with team members and other school employees; and keeps confidential information private
• Exhibits a willingness to actively participate in the school community

Educational & Experience Requirements

• High school diploma, or equivalent; some college, Associate’s degree or Bachelor’s Degree preferred
• Three or more years of experience in an office support role; school experience is highly preferred
• Proficient in the use of Google Workspace and other systems to plan and schedule work
• Organized, steadfast, and approachable, and firm to follow and enforce policies and guidelines

Personal & Spiritual Characteristics

• Is deeply committed to a consistent daily walk with our Savior, Jesus Christ, through prayer, devotional study, and church membership
• Demonstrates the spiritual maturity, academic ability, and personal leadership qualities to “train up a child in the way he should go” (Proverbs 22:6)
• Possesses the ability to work gracefully with faculty and school staff in a supporting role to encourage a unified and successful educational program
• Cooperates with administrators, department chairpersons, and other school leadership to implement policies and procedures as they pertain to the daily operation of the School
• Follow Matthew 18 principle in dealing with conflict with faculty and staff
• Demonstrates the ability to accept and carry out responsibilities and make competent, professional decisions
• Eagerly participates in professional development activities and the evaluation process with a desire to grow professionally, spiritually, and personally throughout the career in education
• Maintains a professional personal appearance that is a Christian role model of cleanliness, modesty, good taste, and is in accordance with school policy

Work Environment

The work environment at Southwest Christian School is consistent with a typical school setting. The employee normally works indoors but may be required to be outdoors in unpredictable temperatures to occasionally monitor outdoor activities, attend programs, or move between buildings. The noise level in the environment is usually low to moderate but may become loud occasionally. The employee is frequently required to interact with others within the school community, including parents and other caregivers. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions of the position.

Additional Duties / Responsibilities

This job description is not intended to cover or contain a comprehensive listing of activities, duties or responsibilities that may be required as an active participant in the mission of Southwest Christian School. Additional duties are regularly performed by the individuals currently holding this position and additional duties may be assigned.