POSITION SUMMARY:
The Administrative Assistant is responsible for providing all administrative and clerical support for the Ann Lacy School of Dance and Arts Management faculty, staff, and programs.
ESSENTIAL FUNCTIONS:
Demonstrate an attitude and behavior that reflects the values and mission of the College and University.
Provide comprehensive clerical assistance to the Dance Department Chair and Dance Department faculty:
- Serve as the first point of contact between students, faculty, staff and the Chairman as well as between students and faculty committees.
- Maintain the Chairman and department’s scheduling activity (Outlook calendar, scheduling events, etc.)
- Maintain departmental paperwork for students, faculty, and administrators (forms, logs, etc)
- Administer academic testing for ballet courses as needed.
- Maintain grading matrix for all dance styles.
- Perform all administrative style coordinator duties as directed by the Chairman for ballet courses including maintaining grade book and assisting with the submission of mid-term and final grades.
- Serve as D2L shell administrator for tracking dance and non-dance major class placement and dance levels.
- Maintain departmental communications (meeting agendas and minutes, call boards, course descriptions, etc.)
- Maintain departmental databases and provide assessment data as assigned.
- Prepare student perception of teaching data for promotion and tenure portfolios.
- Supervise workstudy students and other students as needed for various events and activities.
- Coordinate travel and logistics for visiting special guests and honorees.
- Assist with logistical support for recruiting events include summer dance camps.
- Assist the Chairman with special projects as assigned.
Provide assistance and support for the School of Dance classes and performances:
- Coordinate and/or provide support for classes and performances including recording final dance leveling sessions, CD and DVD editing and copying of choreography.
- Coordinate evaluative performances for year 2 students applying to the dance performance degree.
- Coordinate capstone performance for dance performance majors.
- Provide scheduling assistance and related support for classes, auditions, and leveling sessions as assigned.
- Execute campus-wide communication for class excuses during performance weeks.
- Perform clerical duties of the Company Manager during show load-in and production weeks.
- Assist the Chairman and faculty with special event support as needed.
Provide operational support for the School of Dance facility:
- Maintain inventory and organization of supplies and file room.
- Manage use of locker room spaces.
- Provide event management as needed.
Other duties as assigned.
PHYSICAL REQUIREMENTS:
- Constantly operates a computer and other office machinery.
- Constantly visually identifies, observes, and assesses.
- Frequently communicates with university constituents.
- Must be able to navigate the School of Dance and performance facilities including classrooms, stages, backstage, stairs, etc.
- Must be able to see well in low light level environments such as in a darkened theater or on a stage with only work lights turned on.
- Must be able to set up and tear down equipment for department events and functions.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.
WORKING CONDITIONS:
- Work is primarily indoors, but requires the incumbent to be in an outdoor environment when traveling between campus buildings or off campus.
- Work week of 40 hours, with hours that will occasionally vary based upon the needs of the department and chairman.
- Occasional attendance at evening and weekend events is required.
- Incumbent will be exposed to frequent noise caused by telephones, office machines, loud faculty and students, and sound systems.
- Frequently work in crowded conditions with noisy and high-energy students.
- Standard office hours are 10a.m. to 7:00p.m, however, this schedule is subject to change due to business need, especially during fall of 2020.
Required Skills
- Excellent interpersonal skills including the ability to maintain a positive demeanor under pressure.
- Must be able to work effectively in a customer-service oriented team environment.
- Superior computer skills with specific knowledge and experience with MS Word, PowerPoint, Excel, and Outlook.
- Must be comfortable with technology and flexible in regard to learning new technology unique to the university.
- Superior organizational, oral and written communication skills and the ability to work productively under pressure.
- Must be able to work independently and be self-motivated while still being able to accept supervision and work well in a team environment.
- Excellent attention to detail.
- Ability to handle confidential information with tact and discretion.
- Ability to maintain excellent attendance and regular work hours.
- Ability to quickly acquire knowledge of dance and arts management including programming and terminology.
- Currently have or ability to acquire a driver's license to support transportation for dance camps and other events.
Required Experience
A high school diploma or equivalent is required. A bachelor’s degree in dance, arts management or a related field is desirable. Cumulative of three years of experience in administrative/clerical support, preferably in a higher education and/or dance performance setting. Experience with the stage environment, theatrical jargon and the logistics of a dance production is desirable.
A suitable combination of education and experience may be substituted for minimum qualifications.