Administrative Coordinator

University of Oklahoma•Norman, OK

4d•Onsite

About The Position

The Weitzenhoffer School of Musical Theatre at the University of Oklahoma is searching for a new staff member who’s an experienced team player with excellent organizational skills, professional etiquette, and budget management experience to assist the Director of the School at the level of Administrative Coordinator. Important skills and traits include the ability to prioritize and be a self-starter on a variety of projects and tasks. In addition to hospitality and excellent communication skills, intellectual curiosity and a commitment to completing work with urgency and positive results, the ability to assess task progress, follow-through, and follow-up is of utmost importance. All faculty and staff contribute to a welcoming, supportive experience for our students and prospective students. This position is primarily internal-facing and requires building a dependable reputation in all relationships across the College and the University. Developing a thorough understanding of School and College of Fine Arts operations and celebrating program and student success is expected.

Requirements

High School Diploma or GED.
12 months office, clerical, or administrative experience.

Nice To Haves

Four-year college degree.
3-5 years of experience as an executive assistant or administrative assistant.
Experience in academic and/or artistic office settings.

Responsibilities

Provide full administrative and secretarial support at a senior level to the Director of the Weitzenhoffer School of Musical Theatre.
Handle sensitive and complex issues professionally and objectively.
Take initiative as appropriate, especially in the Director’s absence.
Greet guests, students, and faculty and assist them as needed.
Maintain calendars for class/semester schedule.
Screen calls, inquiries, and requests.
Manage Director’s calendar, assessing priorities and changes, as necessary.
Manage Director’s travel arrangements.
Manage travel for domestic and international guests (artists or students).
Manage student support services – lockers, practice room access, audition stipends, calendar, and event management.
Process all payments/invoices for guest artists, musicians, and other School-related expenses.
Maintain Director’s office systems, data management, and assist with analysis.
Work with SBSC and the Dean’s office to ensure accurate budgetary processes, timely reconciliation of expenses and purchases, foundation account requests, student stipends, and travel receipts.
Organize reconciliation of Director’s travel expenses.
Partner with the Scholarship Office to ensure accurate Scholarship disbursement to Musical Theatre Students and assist the Director in Scholarship negotiations.
Track expenses/budgets for academic programming, productions, and general operations.
Maintain accurate records and payment processing.
Organize meetings, preparing agendas and appropriate documents.
Take minutes at faculty meetings and distribute to the Director for approval.
Manage all department purchases: office supplies, classroom supplies, office furniture, start-up purchases, etc.
Organize repairs, facilities management requests, and piano tuning.
Support communication with external relationships and stakeholders: Director's contacts. Donors. University personnel. College and Departmental officers and staff. Conference facility, catering and accommodation personnel. Students' families and audience member.
Supervise all incoming/outgoing mail.
Any other duties as may reasonably be required by the Director.