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Administrative Assistant to the Dean, School of the Arts; Department Chair, Theatre & Dance

Position Details

Classification Details

FLSA Status Non-Exempt

Position Information

Position Title Administrative Assistant to the Dean, School of the Arts; Department Chair, Theatre & Dance
Position Type Staff
Employee Group Staff
Time Status Full-Time
Time Category Full Time (1560-2080 hours)
Annual Hours 2080
# of Months 12
Hours Per Week 40
Work Dates

July 1 – June 30

Campus Grantham

Position Description

Position Summary

This position provides specialized support to the Dean of the School of the Arts. Responsibilities include performing high-level administrative duties, oversight and coordination of School programs and Dean’s office activities. Such functions include: relieving the Dean and designated faculty of administrative project details; coordinating planning and work flow; follow-up on delegated tasks; keeping projects on schedule, preparing and keeping track of School and office budgets; and assisting departmental assistants.

Education Required

Associates Degree and/or specialized training required

Education Preferred
Experience Required

2-3 years of administrative support experience, at least one year of experience with budgeting.

Experience Preferred
Skills, Characteristics Required for Position

•Professional-level communication skills, including strong writing, editing, speaking and comprehension skills
•Ability to communicate successfully across departments and with various constituencies, including external contacts
•Strong organizational skills, including time management skills and the ability to prioritize multiple responsibilities
•Expert computer proficiency including the ability to work independently in Banner, Excel and various databases as well as understand basic web design
•Ability to work independently on complex projects managing significant portions with little to no oversight
•Understanding of compliance and regulations related to faculty recruitment
•Specialized training and development in office management including budgeting
•High level of confidentiality is required.

Special Working Conditions

NA

Driving Requirements

NA

Essential Employee N/A
Primary Duties

1. Provide administrative support to the Dean. Maintain calendar, handle mail/phone inquiries, manage files, coordinate correspondence, schedule meetings, etc.
2. In a clerical role, record meeting minutes, write agendas and minutes, maintain office supplies, arrange repair of computers, open and sort mail, copy, fax, screen phone calls.
3. Assist Dean in developing/submitting budgets. Monitor School/department expenditures, reconcile accounts with business office/bank, track student hours, submit purchase requisitions, etc.
4. Assist Dean, Chairs and Search Committees in setting up faculty searches, monitoring applications, arranging visits, scheduling interviews.
5. Assist with hospitality and special events like concerts, exhibitions, plays, and auditions. Plan room and food accomodations, attend to program details, arrange guest artist travel, etc.
6. Schedule rooms for the High Center and Climenhaga Building.
7. Coordinate workflow with Art Gallery Director, Performing Arts Coordinator, and department Assistants.
8. Administer and tabulate faculty evaluations for applied music and ensembles each semester.
Coordinate events, meetings and communication among various departments and department secretaries.
9. Maintain and update the School of the Arts performance and exhibition calendar, and enter school events in the Messiah events calendar. 10. Give oversight to avoiding conflicts in the schedule, and oversee the printing and mailing of season brochure.
11. Update school and department websites to reflect upcoming performances and exhibitions.
12. Handle special projects and other duties assigned by Dean.
13. Assist department assistants in learning new administrative or clerical protocols.
14. Maintain consistent and reliable attendance.

Maintain consistent and reliable attendance

Secondary Duties

1.Maintain building directory; coordinate facility supplies and maintenance.
2.Attend School meetings and prepare handouts, agendas and minutes.
3.Other duties as assigned.

Supervises: # of Administrative 0
Supervises: # of Staff 0
Supervises: # of Student 0
Posting Date 03/31/2017
Open Until Filled Yes
Application Deadline

Posting Specific Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Cover Letter/Letter of Interest
  2. Resume
  3. Personal Statement - Faith
Optional Documents