Programs Assistant, Community School of the Arts

KCYA Job Description 

Title: Programs Assistant, Community School of the Arts (CSA) 

Reports To: CSA Manager 

 Position Overview 

The Programs Assistant supports the operations, community outreach, and daily functioning of the Community School of the Arts (CSA) at Kansas City Young Audiences (KCYA). Acting as the main point of contact for students, families, and Teaching Artists, this role is essential for creating a welcoming, organized, and engaging environment. This position ensures the smooth delivery of KCYA’s seasonal arts programs, including Fall and Spring Sessions, Summer Camps, Spring Break Camps, and special events. This position requires exceptional customer service, flexibility to cover shifts as needed, and a collaborative spirit to effectively support CSA’s mission and goals. 

 Primary Responsibilities 

 Customer Service, Enrollment, & Family Engagement 

 • Serve as the primary point of contact for CSA families, especially for Summer Camp, ensuring high-quality interactions, timely follow-up, and effective communication of program offerings. 

• Greet and assist families and students upon arrival, provide orientation for new visitors, and offer support in the family lounge. 

• Assist with inquiries and processing for enrollments and re-enrollments; actively promote program offerings and solicit re-enrollment through outreach and follow-up. 

• Host tours and informational sessions for prospective students, families, and community members. 

 Programming 

 • Prepare classrooms and common areas daily by setting up materials, arranging seating, and organizing supplies; perform opening and closing procedures to maintain facility security. 

• Support and manage the building calendar and master calendar, ensuring alignment across programs and facility use. 

• Assist shows, performances, and productions, supporting smooth logistics. 

• Collaborate with the CSA Manager to plan and coordinate professional development (PD) for Teaching Artists and staff. 

 Community Building 

 • Actively represent KCYA at community events, promoting awareness of CSA offerings and encouraging enrollments. 

• Assist with coordination and execution of multiple annual special events, including open houses, showcases, family days, and fundraising events. 

• Support the annual solicitation efforts by helping to maintain records, providing follow-up with donors, and assisting with outreach initiatives. 

 Administrative & Financial Support 

 • Maintain accurate records of all enrollments, attendance, and scholarship awards, ensuring timely updates and data integrity. 

• Support CSA-related accounting activities by preparing cash receipt logs, deposits, and maintaining accurate transaction records. 

• Generate monthly reports for the CSA Team and Staff on program attendance, student engagement, revenue metrics, and enrollment trends. 

• Maintain a comprehensive understanding of KCYA policies and procedures, ensuring all interactions and practices align with organizational standards. 

 Qualifications 

• Commitment to Mission: Passionate about arts education and committed to KCYA’s mission of providing accessible, high-quality arts programs. 

• Education: High school diploma required; preferred background in arts administration, education, or nonprofit management. 

• Skills: Excellent organizational, communication, and interpersonal skills, with strong attention to detail and a customer-focused approach. 

• Technical Competency: Proficiency in Microsoft 365, enrollment/scheduling software; strong data entry and basic accounting skills required. 

 Competencies 

•Flexibility and Reliability: Ability to adapt to schedule changes, covering shifts as needed; consistently dependable and punctual. 

• Collaboration and Teamwork: Works well with the CSA team, Teaching Artists, and community members to achieve shared goals. 

• Time Management and Accountability: Manages multiple tasks effectively, ensuring all responsibilities are met promptly and with attention to quality. 

 Compensation & Benefits: This position is full time and considered a non-exempt, hourly position at $20 per hour. It requires flexible work hours, and regular presence during CSA summer camps and classes, which can include evenings and weekends.  Benefits include an Employer-Provided Health Plan, 401(k) Retirement Plan with Employer match, and Paid Holidays and Personal Days.
 
Application Instructions: Please email a resume and cover letter to: employment@kcya.org.  Position open until filled, preference given to applications received by November 22, 2024. No phone calls please.
 
KCYA is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age or other legally protected status. For individuals with disabilities who would like to request an accommodation, please contact Human Resources.