Office Manager, Theater and Design

Loyola University New Orleans•New Orleans, LA

19d

About The Position

The Monroe Hall Office Manager serves as the primary administrative leader for the Theater and Design units within the College of Music & Media. The role provides comprehensive support to faculty, staff, and students while overseeing departmental operations such as financial management, data tracking, purchasing, admissions processes, clerical coordination, and supervision of student workers. As the first point of contact for students, faculty, staff, and the public, the Office Manager helps maintain efficient daily operations and a welcoming, professional environment. The position supports departmental outreach, recruitment and retention initiatives, marketing, and internal and external events. It also provides primary administrative and operational support for Wolf Moon Entertainment, an umbrella organization for seven student-run businesses focused on experiential learning and entrepreneurial development. The ideal candidate is organized, detail-oriented, collaborative, self-starting, and able to thrive in a creative, fast-paced academic setting.

Requirements

Bachelor's degree in Theater, Design, or a related discipline; a bachelor's degree in business administration, accounting, or organizational management is also accepted.
At least 3 years of experience, including budget management, administrative or clerical support, and work in a professional office environment.
Ability to manage timelines, budgets, and multiple projects simultaneously.
Background experience and/or basic understanding of careers in the creative arts across musical genres, theater, and professional tracks.
Ability to take initiative, work independently, navigate university culture, and handle unexpected challenges or emergencies professionally.
Exceptional organizational skills and attention to detail.
Experience sourcing, negotiating, and coordinating with vendors, sponsors, and key stakeholders.
Effective written and verbal communication skills for working with students, staff, faculty, campus and community partners, visiting artists, and educational partners.
Flexibility and ability to adapt while maintaining collegiality and composure with students, staff, faculty, and campus and community partners.
Promptness in meeting deadlines and responding.
Ability to perform job duties with or without reasonable accommodations.

Responsibilities

Oversee daily office operations for the Theater and Design units and serve as the first point of contact for students, faculty, staff, and external partners.
Develop and maintain administrative procedures and workflows; manage calendars, scheduling, meetings, and departmental communications.
Supervise student employees and coordinate faculty mail and package delivery.
Confirm faculty syllabi are posted; maintain departmental files and NASAD records; update handbook distribution; and organize Google Drive documents and sharing.
Meet regularly with Theater, Design, and Wolf Moon Entertainment chairs and leads to coordinate and follow up on tasks.
Monitor and reconcile departmental budgets; process purchase orders, reimbursements, contracts, and vendor payments; and order office, lab, and studio supplies.
Track expenditures for productions, exhibitions, guest artists, and special projects; assist the Department Chair with budget planning and reporting; and generate Riso invoices for student use.
Provide financial tracking, documentation, and administrative oversight for Wolf Moon Entertainment.
Serve as the primary administrative liaison between the university and Wolf Moon Entertainment; coordinate contracts, invoicing, vendor agreements, and compliance documentation; maintain records and ensure adherence to university policies and financial procedures.
Support theatrical productions, design showcases, exhibitions, and guest lectures.
Coordinate logistics for Open Houses, alumni conferences, Senior Shows, Design Forum events, student reviews, motion shows, and faculty retreats.
Participate in planning and execution of the Summer CMM Experience, FriYays, and Monroe Hall tours.
Coordinate contracts and logistics for guest artists, designers, and visiting scholars.
Assist with space reservations, production calendars, and performance and event scheduling.
Support departmental outreach, recruitment and retention initiatives, marketing efforts, and internal and external events.
Perform other duties as assigned.