Job Description

The Department of Performing Arts is looking to fill a full-time administrative assistant position to serve a department that includes Music and Theatre. Administrative assistants keep official department records and relieve department chairs, faculty and/or staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

• General
  • Screens incoming calls and correspondence, responding independently and in a timely manner.
  • Serves as point of contact for visitors— (by telephone, email, and in person).
  • Maintains department web pages and social media sites.
  • Attends departmental meeting and takes minutes.
  • Prepares mass mailings, as directed.
  • Maintains department contact database (donors, alumni, patrons, friends, etc.)
  • Assists with university and departmental registration events and coordinates with Admissions for student visits.
  • Fall/Spring/Summer Schedule Entry
  • Arranges detailed travel plans and itineraries for student tours (1 in Fall/1 in Spring)
  • Orders and maintains office supplies, classroom equipment, audiovisual equipment, and departmental music or theatre needs.
  • Coordinates Student Assessment/Evaluation process.
  • Coordinate with external vendors and partners for marketing and promotional activities.
• Interaction with Department Chair
  • Manages department chair's calendar and independently schedules appointments.
  • Prepares confidential correspondence, reports, and other documents, as directed
  • Assists in the student advising process:
    • maintaining student files and advisee lists,
    • tracking first-time/full-time freshmen for retention,
    • assisting in compilation of student data.
  • Assists in the student registration process:
    • entering of new course schedules,
    • updating faculty to online registration system,
    • managing wait list of students for high demand courses,
• Interaction with Faculty
  • Facilitates and assists faculty with programs and events by:
    • arranging for facilities and caterer,
    • issuing information or invitations,
    • coordinating speakers, and
    • controlling event budget.
    • directs posting of faculty syllabi.
• Interaction with Students
  • Maintains professional, friendly relationship with current and prospective students.
  • Communicates with prospective students about department events, programs, auditions.
  • Assists students with enrollment issues.
  • Attends and Coordinates attendance of weekly Seminar (Thursday @ 1p)

Knowledge, Skills, and Abilities

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Previous administrative or office management experience in an academic or performing arts environment is preferred.

• Strong organizational and time management skills.

• Excellent written and verbal communication skills.
• Ability to work with numbers/budgets.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with database management.
• Ability to use (or quickly learn) the University software systems.
• Ability to work independently and as part of a team.
• Detail-oriented with the ability to handle multiple tasks simultaneously.

Personal Attributes

• Passion for the performing arts and commitment to supporting the department’s mission.
• Professional demeanor and the ability to interact effectively with students, faculty, and external stakeholders.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

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