Administrative Paid Theater Department Assistant Applause Theatrical Workshops, Inc. New York

Applause Theatrical Workshops, Inc.
New York, NY
US

Position Type:Part-Time (20 hours per week)
Compensation: Starting at $20/hour

Schedule:

Must be available Monday–Friday, 12-6pm (specific hours will change weekly) and able to commit from September-January.

The Theater Department Assistant is a highly organized, proactive, and detail-oriented member of our team who helps ensure every aspect of our theater program runs smoothly. This role provides administrative, logistical, and operational support to the Theater Department Managers, helping coordinate classes, communicate with staff and families, organize materials, and maintain the high-quality experience our students and teachers expect.

The ideal candidate is someone who loves organization, thrives in a fast-paced environment, takes initiative, and enjoys solving problems before they arise. No task is too big or too small—they are willing to jump in wherever needed to keep the department running seamlessly.

Primary Responsibilities

Administrative & Department Support

• Serve as the primary administrative support for the Theater Department Managers.
• Assist with daily operations and department-wide projects.
• Help maintain organization across all theater programs.
• Respond to parent emails and inquiries professionally and efficiently.
• Communicate important scheduling updates and information to teaching staff.
• Assist with enrollment efforts and help families find the best class placement.
• Support the sale and promotion of theater classes.
• Organize and maintain theater closets and storage areas.
• Keep an accurate inventory of costumes, props, supplies, and classroom materials.
• Coordinate semester purchases and maintain department supplies.
• Prepare and organize curriculum binders and classroom materials.
• Maintain an up-to-date staff contact list and staff folders.

Scheduling & Staff Coordination

• Maintain staff availability records and substitute information.
• Coordinate calendars
• Maintain semester schedules
• Ensure teachers know classroom assignments and receive all necessary information prior to classes.

Class Preparation

• Print attendance sheets and student name tags.
• Prepare daily classroom materials.
• Organize song cuts and teaching materials.
• Send reminder emails to staff
• Set up classrooms. Coordinate with the office to ensure classrooms and floors are clean and prepared before classes begin.

Quality Control & Classroom Support

• Visit and observe classes throughout the semester.
• Provide constructive feedback and observations to Theater Department Managers regarding class quality and consistency.
• Help maintain department standards across all programs.
• Assist teachers with classroom needs and troubleshooting throughout the semester.

Event & Semester Support

• Assist with class logistics and special events.
• Take photos for department marketing and documentation.
• Help coordinate additional staffing support on high-volume days.
• Pitch in wherever needed to ensure a successful semester.

Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Friendly, professional, and customer-service oriented.
• Ability to multitask and prioritize in a busy environment.
• Comfortable taking initiative and working independently.
• Strong problem-solving skills.
• Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar).
• Experience in theater, education, arts administration, event coordination, or stage management is a plus. Must be good with kids.
• Sales experience is preferred and a plus.

What We're Looking For

We're looking for someone who can become the organizational backbone of our Theater Department. This person should be adaptable, dependable, and excited to jump into whatever needs attention—from organizing closets and printing name tags to communicating with parents, observing classes, solving last-minute problems, and supporting our managers in every aspect of the department.

If you love the arts, thrive behind the scenes, enjoy keeping things organized, and take pride in making everything run smoothly, we'd love to meet you.

This role requires the ability to stand and move around for extended periods, assist with light lifting (up to 25 pounds) and support young children as needed. Must be willing to get CPR/First Aid certified.

If offered the position, candidates will be subject to a thorough background screening and reference check, conducted in accordance with local law and regulations.

Applause is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

$20.00 – $20.00 per hour