Senior Administrative Assistant - School of Dance

JOB TITLE: Senior Administrative Assistant

DEPARTMENT:  School of Dance

REPORTS TO:  Dean & Associate Dean

Summary:

Under the supervision of the Dean and the Associate Dean of the School of Dance, this position provides a wide variety of principal office support for the School of Dance that includes both the BFA and MFA programs.

Essential Duties & Responsibilities:

  • Greets visitors, students, faculty & staff in a pleasant manner. 
  • Provides information to all visitors and guides to resources as appropriate.
  • Answers all outgoing and incoming phone calls with the utmost diplomacy.
  • Maintains and distributes daily mail and messages received via letters/packages, email, and voicemail
  • Maintains the School of Dance's social media accounts, website and other marketing materials
  • Coordinates condition and inventories of classrooms and adjoining spaces, including troubleshooting and directing requests to Facilities and ordering additional materials as needed. This includes 2nd-4th floor Terra, 1401, and the YGym Dance Theater.
  • Maintains office supplies and order supplies for faculty.
  • Manages all procedures related to auditions and recruiting, including preparation and tracking of audition paperwork and on-site supervision of on-campus new student auditions (average of 7 Saturdays per year).  This could include off-sight audition locations.
  • Oversees the work-study program within the school (job postings, interviews, hiring, training and overall supervision).
  • Takes meeting minutes at all faculty meetings and distributes to all faculty.
  • Performs related duties as assigned by the Dean and the Associate Dean, particularly at busy and crucial times, such as Advisement and Registration, Open House, Auditions and production technical and opening weekends.
  • Liaises with Admissions Department and School of Dance faculty / staff to schedule all Prospective Student Shadow Days.
  • Troubleshoots and provides logistical support for student, faculty, and staff needs.
  • Manages and coordinates calendars for the Dean, studio reservations and SOD events.
  • Assists in preparing reimbursements, travel stipend documentation, check requests and additional faculty stipends.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Education:

  • Bachelor Degree required, preferably in Dance.

Experience:

  • 3-5 years of experience providing administrative assistance, preferably in an academic or performing arts-related environment.
  • Knowledge and experience with College / University organization, policies and operating procedures.

Competencies, Knowledge, Skills & Abilities:

  • Interest in and/or commitment to the goals of higher education required.
  • Demonstrated ability to positively interact and maintain effective working relationships with a wide range of individuals and ethnic groups.
  • Strong computer skills including MS Office, web applications, Google Suite, various software packages.
  • Strong interpersonal, oral & written communication skills.
  • Strong customer-centric mentality and approach to work.
  • Ability to assess needs and to help provide creative solutions.
  • Ability to support and encourage the notion of team.
  • Ability to work evenings and weekends, when necessary.
  • Ability to work with a high level of confidentiality and discretion.
  • Ability to be flexible and adapt to changes on a daily basis.

Supervisory Responsibility:

  • Work-Study students.

About The University:

University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years.  After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.

TO APPLY: Interested, qualified applicants should submit letters of application and resumes to the Human Resources Department via email to jobs@uarts.edu. Please ensure job title is in the Subject line.

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference:

http://www.uarts.edu/about/campus-crime-fire-reports.

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER

Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Director for Title IX, Equity, & Compliance is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Director for Title IX, Equity, & Compliance, e-mail titleix@uarts.edu,, or visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, Room 260, or call 215-717-6366. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.

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