Administrative Assistant for Music and Theatre Arts, Dance and Digital Film

Utah Tech University•St. George 84770, UT

7d•Onsite

About The Position

Provide administrative support to the Music and Theatre, Dance & Digital Film department chairs, program coordinators/directors, department faculty, and support staff within the College of the Arts. Supervise part-time department staff and coordinate part-time payroll transactions within the departments, as well as serving as the office manager and receptionist for the Eccles Fine Art Center. Additional information about the departments and program offerings can be found online at https://music.utahtech.edu/ , https://theatrearts.utahtech.edu/ , https://dance.utahtech.edu/ , and https://film.utahtech.edu/ .

Requirements

High school diploma/GED with some college coursework and/or a post-secondary certificate required
Two years' office experience required
Ability to establish and maintain effective working relations with staff, faculty, students, and community members.
Ability to communicate effectively, both orally and in writing.
Good working knowledge of financial recordkeeping and administrative support procedures.
Ability to organize, prioritize, and coordinate multiple tasks simultaneously with faculty, staff, and students, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
Knowledge of professional office practices, procedures, and equipment including office machines, inventory, and ordering supplies.
Good working knowledge of computer software such as Word, PowerPoint, Excel, Desktop Publishing, internet, basic website maintenance, and email

Nice To Haves

Associates or Bachelor's degree preferred
experience working in higher education preferred
knowledge of University operating systems such as Banner, Argos, EMS software, etc. preferred
Ability to appropriately represent the University and department in exercising good human relations skills.

Responsibilities

Records management, including organizing, recording, and distributing minutes from department meetings.
Aid in scheduling and planning college events including set up, swag orders, and catering needs.
Preparing and tracking contracted service forms, purchase requisitions, and other University forms and processes.
Greet the public and visitors to the Eccles Fine Arts Center offices, answer phones, take messages, distribute mail, and direct students/visitors to the appropriate areas/offices on campus.
Maintain proficiency in use of University database systems, such as Banner, Argos Reporting, Event Management Software/Systems, Personnel Action Forms, InDesign, etc.
Maintain and oversee equipment and supplies for department(s), including troubleshooting copier/printer and computer problems.
Schedule piano tuning with campus and tuner for coordinating events in the Eccles Concert Hall.
Submit work orders and key requests as needed.
Oversee payroll processing from initial paperwork to timely submission of hours worked for various P/T personnel, to include marching band students, staff accompanists, music recording technicians, file cage workers, etc.
Request reservations for faculty, students, departmental, and special events using EMS software program, coordinating continually with the Central Scheduling office personnel.
Assist in processing event sponsorship forms for various sponsored events.
In conjunction with the Associate Dean, maintain and deconflict the current academic year (plus three years out) with the College of the Arts (COTA) Calendar of Events.
Enter events from this calendar into EMS following guidelines provided from Central Scheduling.
Provide guidance to faculty on classroom door schedules and syllabus requirements.
Create door schedules for each semester, once finalized; collect all syllabi for each semester and upload by department into the University repository.
Prepare Music Department programs for all concerts and recitals.
Prepare Theatre programs for productions.
Post program content on YouTube for livestream audience.
Forward PDF files of all programs to ASCAP at the end of each semester.
Oversee the general appearance of the Eccles to ensure a clean, professional appearance by taking care of items left from building use, submitting work orders to repair normal wear and tear, keeping bulletin boards current, and create content updates with IT for the Eccles lobby TV monitors, displaying announcements and current events.
Maintain COTA deposit information, including received payments for various items (choir dresses, accompanist fees), preparing deposits according to Business Services guidelines, and submitting receipts quarterly to COTA accountant for reconciliation.
Perform other duties as assigned.