Administrative Assistant, Ira Brind School of Theater Arts
POSITION: Administrative Assistant – this is an academic year 10-month position
DEPARTMENT: Ira Brind School of Theater Arts in the College of Performing Arts
SUMMARY: Under the supervision of the Director of the Ira Brind School of Theater Arts, this position provides a wide variety of principal office support for the School of Theater.
PRINCIPAL 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 through faculty mailboxes and electronic communications through the School Digication site.
- Coordinates condition of classrooms, including trouble-shooting and directing requests to Facilities under the direction of the Brind School Associate Producer, the Assistant to the Director and in cooperation with the University’s space coordinator(s) / space reservation software.
- 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).
- Oversees the work-study program within the Brind School (job postings, interviews, hiring, training and overall supervision).
- Oversees management of student attendance at school performances and convocations.
- Takes meeting minutes at all Brind School faculty meetings and distributes to all faculty via School Digication site.
- Performs related duties as assigned by the Director or the Assistant to the Director, particularly at busy and crucial times, such as Advisement and Registration, Open House and Auditions.
- Liaises with Admissions Department and Brind School faculty / staff to schedule all Prospective Student Shadow Days.
- Collects, organizes and submits Voice Teacher, Voice Coach and Accompanist log sheets on a bi-weekly basis.
- Troubleshoots and provides logistical support for student, faculty, and staff needs.
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.
- 10-month / year, 35 hour / week position
- Bachelor of Arts in Theater or Bachelor of Fine Arts in Theater preferred
- Substantial academic administrative experience, preferably in a performing arts-related environment; knowledge and experience with College / University organization, policies and operating procedures
- 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, 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
ABOUT THE UNIVERSITY: The University of the Arts—a leader in developing visual and performing artists and designers since 1876—is the only university in the United States that allows its students to collaborate across traditional lines. With more than 30 majors, 30 minors and 13 graduate programs in visual arts, performing arts, design and liberal studies, UArts develops alumni who are not only leaders in their disciplines, but also creative thinkers able to succeed in any path they choose. Our nearly 1,900 students study and create on our campus in the heart of Philadelphia’s Avenue of the Arts, the city’s cultural center, within walking distance of hundreds of galleries, museums, theaters and other performing arts venues.
TO APPLY: Interested qualified applicants should submit a letter of application/cover letter and a resume via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
APPLICATIONS DUE: June 15, 2018
POSITION START DATE: August 1, 2018
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