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.