Arts & Humanities Administrative Coordinator

Mid-America Nazarene University•Olathe, KS

2d•Onsite

About The Position

This position is a combination of general office coordination, and support responsibilities primarily for the Chair of the Department of Arts & Humanities and the faculty within. Duties include ongoing communication and assistance for the department chair, logistical support for departmental events and activities, and responsibility for organizing and maintaining records throughout the year. This position is the face of both the Department of Arts & Humanities and Bell Cultural Events Center, and as such must maintain a front desk presence, convey a professional and welcoming attitude to the public, communicate effectively and efficiently, work well under the pressures of time and demand, and prioritize effectively to ensure completion of projects in a timely manner.

Requirements

A successful applicant will share the university’s mission of Christ-centered transformation, a commitment to excellence and innovation
Strong attention to detailed assignments with accuracy and clear organization
Outstanding interpersonal skills and ability to relate to broad diversity of people
Excellent written and oral communication skills
Ability to work on several projects at once—multi-task
Ability to work under pressure and handle highly confidential material
Ability to prioritize in a self-motivated environment
Ability and willingness to work a flexible schedule, including evenings and weekend events
Understand and support the mission of MidAmerica Nazarene University
Solid organizational skills
College degree preferred
Experience and skill with software such as Microsoft Office suite
Experience with music and theatre terminology preferred

Responsibilities

Assist the department chair with administrative duties, including:
Communicate daily with department chair and manage their calendar, including scheduling appointments
Communicate as necessary with campus offices and departments
Act as a resource for department students and adjuncts
Prepare academic course schedule, maintain adjunct and faculty contract workbook, file adjunct contracts, manage adjunct hire documents, etc.
Revise music student handbook (annually), NASM Accreditation reports and annual HEADS report
Assist the public, faculty, staff and students with inquiries via phone, e-mail or in person to both the Bell Center and department
Organize scholarship audition days and coordinate all communications with prospective students, including the oversight of student worker help
Prepare music forum programs and communicate with performers and faculty
Maintain facility office supplies and assist with ordering music, supplies, equipment, and processing of VISA billing, invoices, requisitions and budget oversight.
Record and archive minutes for department faculty meetings
Assist with departmental travel arrangements (faculty and ensembles)
Oversee department student workers and enlist student volunteers for department events and audition days
Support recital and other department events
Maintain accurate records of the department including syllabi collection, equipment management, faculty meeting notes, scholarship awards, department calendar, building and room access and key management, student files, creation and storage of performance programs, communication lists, accreditation and compliance documentation, and other duties as assigned by the department chair.
Coordinate all scheduling for the department, including jury schedule, adjunct teaching studio schedule, group studio schedule, and additional academic room needs in communication with Bell Center coordinator and department chair
Perform general office duties including mail, printing, answering phone
Manage and oversee the MNU Community Arts Academy in coordination with the Department chair and Bell Center coordinator.
Process payment and billing collections
Coordinate schedule of lessons with instructors utilizing scheduling software
Communicate with instructors, students, and families regarding scheduling, payments, and general information
Maintain records, budgets, and data related to students and instructors in the academy
Assist the Chair of the Friends of the Performing Arts organization
Scheduling and management of receptions and meetings
Working collaboratively with the Bell Center coordinator in printing and mailing tickets
Collaborate University Advancement regarding ongoing communication with members and prospective members
Maintain membership records and data