.5 Administrative Assistant (Fine and Performing Arts)

400 Lake Street • Ithaca, New York • 14850

NOTICE OF VACANCY

Position Title: .5 Administrative Assistant (Fine & Performing Arts)

Brief Description: The Fine and Performing Arts Secretary provides essential administrative, financial, and operational support to the Fine and Performing Arts Director and the Department. This position ensures smooth department functioning, manages fiscal tracking and purchasing, coordinates facility schedules and work orders, maintains district instrument inventories, and assists with event logistics across concert and theater programs

Location(s): Fine & Performing Arts

Anticipated Start Date: 10/26/2026

Posting Dates: 10/21/2026- 11/5/2026

Number of Vacancies: 1

Civil Service Jurisdictional Class: Competitive

Required Qualifications:

• High school diploma or equivalent required (Associate or Bachelor's degree preferred). Either (a) Associate degree + 2 years of administrative/clerical experience, or (b) High School diploma + 4 years of administrative/clerical experience involving electronic record maintenance in spreadsheets/databases. Previous secretarial or accounting experience in an educational setting preferred.

• Proficiency in Google Workspace (Docs, Sheets, Drive), financial accounting software, facility scheduling platforms, electronic databases, and digital communication tools.

• High detail orientation, inventory tracking management, ability to multitask, manage complex records systems, and follow detailed oral/written instructions.

• Strong written and verbal communication skills; demonstrated ability to work effectively with staff, students, community donors, external partners, and a diverse local community

Key Duties & Responsibilities

1. Financial & Budget Management

• Purchasing & Requisitions: Prepare, submit, and track purchase orders and requisitions for instructional supplies, sheet music, theatrical equipment, and departmental materials.
• Budget Accounting: Review, classify, post, and reconcile financial documents and departmental accounts. Balance operational budgets and ensure proper ledger coding. Gather data and compile figures to assist administrators with budget preparations.

2. Student & Academic Support Services

• Observation Scheduling: Coordinate and schedule appointments and observations.
• Extracurricular Contact Tracking: Maintain comprehensive contact information spreadsheets for extracurricular theater student participation for staff, directors, and production teams.
• Instrument Inventory & Asset Management: Maintain accurate database and spreadsheet records of all district-owned musical instruments. Manage loans, distributions, assignments, and returns for students and staff.
• Instrument Donations: Coordinate intake, cataloging, evaluation, and donor acknowledgment for donated musical instruments.

3. Facilities, Logistics & Communications

• Rehearsal Room Scheduling: Oversee and coordinate reservation calendars, practice rooms, rehearsal halls, and performance spaces. Secure facilities and coordinate room usage across the district.
• Work Orders: Submit, track, and follow up on facility maintenance, custodial, and technology work orders related to arts equipment and spaces.
• E-Sign & Digital Announcements: Draft, format, and push out digital signage electronic announcements, and posters for departmental updates, performance schedules, and audition calls.
• Program Participation Reporting: Distribute event and student participation for administrative tracking and record-keeping.
• Event Setup & PLC Support: Assist with concert organization, lobby set-up/take-down, display exhibits, and PLC support.
• General Administrative Support: Compose routine correspondence independently, answer phones, distribute mail, manage filing systems, and order general office supplies.

Internal Applicants: Apply online at SchoolFront | Step by step Guide

Internal EA Applicants only can also send their letter via email at recruitment@icsd.k12.ny.us.

If you are a substitute or in the process of onboarding and haven't officially started, you will be considered an external applicant.

External Applicants: Apply online at RecruitFront

In order for us to receive your application, you must complete the following three steps on Recruitfront:

1. Create a RecruitFront profile: If it's the first time applying to ICSD

2. Create an Application: Checkmark School Related Personnel Only!

3. Apply to Job Posting: After finishing step 2, select APPLY on the job posting.

Salary Range: $28.75 hr. Based on the 25-26 EA salary grid, a new contract is currently in negotiations

If you need assistance applying, you can make an appointment here. This link is only for help with the application process. If you have a question about your status, please email recruitment@icsd.k12.ny.us

About Us:

We envision 6000+ Thinkers. Thinking is foundational to the development of self and society. It is the cornerstone of all creative ideas and problem-solving, new scientific discoveries, new products and services, individual and organizational learning, education, business success, interpersonal and intrapersonal communications, all social change and even democracy itself. Our vision is what we see. It motivates us. Our vision is audacious.

Our mission is to engage, educate, and empower. We will strive to engage all students in the importance and relevance of thinking; to educate every learner to communicate, comprehend, and collaborate for understanding; and to empower all in the ICSD to achieve academic excellence.

Visit Our Website: ithacacityschools.org

The Ithaca City School District does not unlawfully discriminate in employment on the basis of age, race, color, religion, creed, ethnicity, national origin, sexual orientation, gender identity and expression, military status, veteran status, sex, disability, predisposing genetic characteristics, marital status, familial status, domestic violence victim status, or other federal/state protected status.