Administrative Assistant II

Maryland Connect

11d • $22 - $25

About The Position

The Administrative Assistant II provides administrative and logistical support for the Department of Music, Theatre and Dance, including assistance with scheduling, correspondence, and the coordination of department production and event-related tasks. The role supports day-to-day office operations, prepares communications and documents, assists with event preparation, and provides customer service to students, faculty, staff, and community patrons. The position schedule requires flexibility in order to meet the needs of the programs for all performance activities in the evenings and weekends. The position is full time.

Requirements

• High School diploma or GED.
• 2 years of experience providing support.
• Proficiency with Microsoft Office Suite and/or Google Office Suite.
• Customer service experience.
• General knowledge of and skill in the practical application of generally accepted office practices and procedures.
• Ability to communicate effective both orally and in writing.
• Ability to proofread and edit written documents.
• Skill in various computer software packages, such as word processing, spreadsheets, database, presentation programs, Internet, email and calendar software.
• Ability to understand and follow oral and written instructions.
• Ability to interact effectively with internal and external parties in a courteous and efficient manner.
• Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.

Nice To Haves

• Bachelor’s Degree in performing arts, arts administration, or a related field.
• 3 years of experience providing administrative performing arts support.
• Proficiency with modern ticketing/ box office programs.
• Working knowledge of production processes (scenic, lighting, costume, audio, and/ or multimedia).
• Training and experience creating marketing and promotional materials.
• Experience with WorkDay or similar human capital management (HCM) and financial management applications.

Responsibilities

• Provide administrative assistance to faculty and staff, including: preparing correspondence, meeting materials, and standard reports; maintaining office files, records, and supplies; preparing and processing purchase orders, travel reimbursements, and check requests; supporting scheduling of meetings, rehearsals, and performance spaces as directed; entering and updating information in Workday and other campus systems.
• Support of front of house and box office operations, including: creating events in ticketing software; processing ticket requests, maintaining ticketing records, and providing customer service as needed for Music, Theatre, and Dance performances; oversight of student front-of house employees; and assisting patrons during performances as needed; and maintaining event materials, signage, and communications templates.
• Communication and marketing assistance, including: assisting in preparing and proofreading programs, flyers, and event announcements; submitting approved information to campus communications channels (Panorama, departmental website, or social media) as directed; and coordinating with the Office of Cultural Affairs for posting or distributing approved materials.
• Financial and office coordination, including: processing basic budget transactions such as expense transfers, reimbursements, and invoice payments under direction; maintaining departmental budget records and reconcile transactions as instructed; tracking student worker time sheets and assist with payroll processing.
• Other duties, including: providing customer service and respond to general inquiries about departmental events and programs; performing other administrative tasks as assigned to support the smooth operation of the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED