Admin Assistant II

Fort Lewis College•Durango, CO

About The Position

This 10-month, 40-hour-per-week position supports the Performing Arts—Theatre and Art and Design departments. The administrative assistant works with faculty, staff, and students to facilitate departmental and divisional work. The starting salary is $19.35 per hour. The position is eligible for medical, dental, and vision coverage; state-paid short-term disability and life insurance; optional long-term disability and life insurance; accrued paid annual and sick leave; and other college-provided benefits. The role provides administrative, budget, procurement, travel, student-worker supervision, faculty-search, student-relations, and theatre-media support. It serves as a central communication point for the departments, supports faculty and students with scheduling and records, assists with budget and Workday processes, and coordinates publicity and operational arrangements for theatre productions.

Requirements

Two full-time years (4,160 hours) of administrative assistant experience in an office setting, or a combination of education and administrative assistant experience equal to two years.
Applicants using a combination of education and experience should list months and years at each relevant job and hours worked per week in that position on their resume.

Responsibilities

Serve as a central communication point for department and division faculty, staff, prospective and current students, and visitors; respond to calls, messages, and email and direct inquiries as appropriate.
Compose and distribute correspondence, sort and distribute mail, maintain the reception area, and keep the department office neat and orderly.
Oversee department office equipment and coordinate IT support, building maintenance requests, and follow-up; manage bulletin boards or digital displays and departmental websites, social media, newsletters, or blogs as needed.
Manage student locker assignments and locks when applicable, and carry out other duties assigned by Chairs or Associate Deans.
Assist faculty with document preparation, photocopying, deadline reminders, record keeping, meeting scheduling and preparation, office-space assignments, technology setup, and training on systems such as Workday.
Coordinate meetings with prospective students, parents, faculty, and program personnel, including rooms, refreshments, and equipment as needed.
Support student and faculty awards and scholarships, including announcements, organizing applications, notifying recipients, and preparing awards; gather and submit textbook orders.
Generate and review departmental budget reports in Workday, raise concerns with the department Chair and SOAS Office Manager, monitor purchases and travel requests, and process budget-related forms.
Process supplier invoice requests; allocate and reconcile purchasing-card transactions; follow up on outstanding receipts and bills; and coordinate reimbursements with Accounts Payable, the Budget Office, and relevant offices.
Supervise student workers, including hiring through Workday, training, performance evaluation, work-study coordination, time-reporting reminders, and monthly labor reconciliation.
Maintain records of faculty certifications, CVs, and competencies and assist with faculty searches, including advertisements, candidate files and data, travel arrangements, interview itineraries, committee-review data, and reimbursement expense reports.
Assist adjunct faculty with Workday applications and hiring, and submit Period Activity Pay after approval.
Track student major enrollment, maintain listservs, collect and report enrollment and retention data, and assist with recruiting activities, materials, scholarships, events, equipment inventories, student payroll, and student travel.
Coordinate theatre production publicity across print, radio, digital, and other media; ensure events appear on college calendars and communications; write and distribute press releases and public service announcements; and coordinate media interviews.
Coordinate production playbill information and performance licensing; coordinate box-office ticket sales and staffing with the Concert Hall when applicable; and manage house operations, including student workers, house managers, ushers, and change for concessions and ticket sales.
Work with the Friends of the Theatre and the FLC Foundation to develop and maintain patron and donor lists.