Description

POSITION REPORTS TO:                Vice President, Education

POSITION MANAGES:                   None

POSITION LOCATION:                    Hybrid – will require days onsite and allow telework

Wolf Trap Foundation for the Performing Arts is seeking an Assistant, Education to provide administrative support to the Education Department related to accounts payable/receivable, budgeting, data management, contracts, and additional ad hoc administrative responsibilities. 

DUTIES AND RESPONSIBILITIES: 

Accounts Payable/Accounts Receivable and Budget: 

• Monitor and maintain Education budget; support budgeting and reforecasting procedures for Education department; maintain and provide support with budget tracking sheets and narrative documents for Education project codes.  Provide support to Vice President, Education in budget management and oversight.
• Communicate with teaching artists concerning their invoice submissions, keeping a digital record of all documents. Process invoices in FileMaker to ensure accuracy and receipt of fully signed contracts, and record/monitor accounts payable including invoices and reimbursements. Post payments through Financial Edge NXT system for approval.
• Process, record, and monitor accounts receivable and subsequent invoices and receipts, including credit card payments via Raiser’s Edge.  
• Generate aging reports through FileMaker and keep updated sponsor invoice report that is reconciled with Education records. Submit monthly to Finance Department, Vice President, Education and Chief Operating Officer.
• Process incoming checks and documents as needed; coordinate and record ACH payments from Finance.
• Manage end-of-year invoice communication with sponsors and vendors to complete accounts payable and accounts receivable prior to yearend close.
• Communicate fiscal policies and procedures with independent contractors.

Data Management:

•        Utilize Education and Foundation database systems to develop reporting tools relative to Education program operations.
•        Maintain records with accurate, current, and usable information within the database systems. 

Contracts:

• Using DocuSign, process, track, and ensure contracts are accurate, signed, and returned with all required documentation in a timely manner for sponsor/partner and independent contractors.
• Review agreements for conformity to Department and Foundation requirements and provide oversight of contracting process across teams.
• Track purchase orders and record information in FileMaker; monitor financial fulfillment of contracts.
• Draft Professional Development and Training contracts using FileMaker to support Wolf Trap Institute and Community and Service programs. 
• Provide ad hoc administrative and technical support for all Education programs to facilitate services.

Administrative Responsibilities:

• Support Vice President, Education in preparation and coordination of Education Committee meetings; track attendance and record minutes-.
• Compile bi-annual Education Services document for posting on Wolf Trap Intranet.
• Monitor Education’s office supply inventory and reorder as necessary.
• Respond to general Education inquiries received through main phone line or email; check and distribute Education mail.
• Maintain the Teaching Artist rosters and update as needed; maintain and update Teaching Artist Distributions Lists in Outlook.
• Other duties as assigned.

Front Desk Coverage (Currently On Hold):

• Serve as part of a pool of support staff to provide front desk coverage; welcome and assist all visitors to the Center for Education.
• Maintain security procedures by having all visitors sign in and issue volunteer visitor badges.
• Screen, route, and respond to general phone inquiries.
• Accept packages and notify appropriate staff person or department; provide access to loading dock for deliveries.

Requirements

EDUCATION AND EXPERIENCE:  

• Minimum two years’ experience with processing and recording financial transactions (check requests, receipts, budgeting)

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Familiarity with accounts payable and accounts receivable principles and practices
• Strong attention to detail and strong analytical skills
• Outstanding interpersonal, organizational, and multi-tasking skills
• Demonstrated ability to work independently and identify departmental needs
• Strong verbal and written communication skills
• Proficient in Microsoft Office programs and database skills
• Understanding of data privacy standards
• Sensitivity and commitment to the mission of Wolf Trap Foundation for the Performing Arts

PHYSICAL DEMANDS: 

• Must be able to remain in a stationary position 75% of the time
• Constantly operates a computer and other office equipment (i.e., calculator, copier, printer, etc.)
• Occasionally required to stand, walk, stoop, bend and reach with arms
• Infrequently lift/move up to 10 pounds

We’re pleased to consider applicants who will be physically located in and who will have a local address in Virginia, Maryland, or the District of Columbia for the duration of their employment. The Foundation does not offer fully remote work for any positions. Applicants who reside in any other state would be required to be physically located in and provide a local address in Virginia, Maryland, or the District of Columbia prior to starting work for Wolf Trap Foundation.

Wolf Trap Foundation for the Performing Arts is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive work environment that embraces and encourages different perspectives. We work to reflect and be representative of the communities in which we serve and in which we reside. Qualified individuals with disabilities and disabled veterans who need assistance or an accommodation in our job application processes should contact hr@wolftrap.org. An offer of employment is contingent on successfully passing a background check.