Fine Arts Administrative Assistant

Bethel University•Mishawaka, IN

10d•Onsite

About The Position

This position is responsible for coordinating and managing the processes and collaborative efforts that contribute towards Fine Arts productions, office efficiency, and overall impressions experienced by those who interface with Bethel University. The role involves facilitating scheduling, communicating with various university departments and prospective students, managing budgets, overseeing purchases and program development, and assisting with special events and research projects. The position also requires collaboration with other Fine Arts staff and attendance at department meetings.

Requirements

Two-year degree in an arts-related discipline.
Minimum of two years of experience in a related field.
Good oral and written communication skills.
Knowledge of Microsoft applications (Excel, Word, PowerPoint, One Drive) is essential.
May be asked to do occasional lifting up to 25lbs.

Nice To Haves

Work normally involves contact with persons beyond immediate associates, generally regarding routine matters for purposes of giving or obtaining information that may require some discretion.
Outside contacts take the form of service to the public (visitors or vendors) requiring ordinary courtesy in providing assistance and information.

Responsibilities

Facilitate the scheduling of events for Music and Theatre departments.
Communicate with the Bethel community regarding reservations, work orders, reporting, and event announcements.
Communicate with prospective students.
Hire, coordinate, and supervise student workers.
Maintain budget tracking and reconciliation.
Manage swipe card access lists for buildings and students.
Oversee Theatre purchases.
Oversee the development of performance programs (recitals, concerts, plays, musicals).
Oversee the archival and updating of departmental files.
Provide relevant information to the Box Office regarding upcoming performances and Fine Arts events.
Coordinate preparations for special events.
Assist in special research projects pertaining to higher education institutions.
Collaborate with other Fine Arts staff in the completion of duties.
Coordinate recruiting visits, auditions, scholarships, and preview days.
Assist with the yearly Christmas Concert.
Be available to attend department meetings.
Answer general inquiries via email and phone for the Art department.
Communicate with current students and alumni for the Art department.
Organize and update student and department files for the Art department.
Assist with organizing and processing forms for the Art department.
Communicate rosters to IT for Adobe access each semester.
Order class and studio supplies for the Art department.