Program Assistant, Music and Theatre

University of Arkansas System • Fort Smith, AR

10d • Onsite

About The Position

The University of Arkansas - Fort Smith is seeking a Program Assistant for the Department of Music and Theatre. This role is responsible for managing the daily operations of the department's office, providing administrative and clerical support, and enhancing the efficiency of the music and theatre programs. The position involves managing the event calendar, public relations through event coordination and student recruiting, and overseeing student workers. This position reports to the Department Head of Music and Theatre.

Requirements

• High school diploma or equivalent.
• One year of specialized training and/or experience in a related clerical field.
• Ability to communicate effectively with students, faculty, and staff.
• Strong computer skills, including data entry, spreadsheet, and word processing programs.
• Ability to learn new tasks quickly and to seek appropriate help and training when confronted with new tasks.
• Strong phone etiquette skills.
• Ability to handle confidential material with absolute discretion.
• Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail.
• Professional demeanor.
• Ability to edit for grammar, correctness, style, and audience.
• Knowledge of general office procedures.
• Ability to operate standard office equipment.
• Ability to extract and organize information.
• Ability to multitask and prioritize.
• Ability to work effectively in a team environment.
• Proof of legal authority to work in the United States on the first day of employment.

Nice To Haves

• Associate degree or higher in office administration or business administration.
• Experience in a related field.

Responsibilities

• Manage the daily operation of the Department of Music and Theatre office by providing specific and general administrative and clerical support.
• Enhance and maximize the efficiency and effectiveness of the music and theatre programs by managing the calendar of events.
• Maintain public relations by representing UAFS through the coordination of events and student recruiting.
• Help to oversee the five student worker positions needed to help the department operate.
• Enter course schedule information into UAFS database.
• Prepare textbook orders; arrange desk copies, other book adoptions matters as assigned.
• Maintain knowledge of current college and university policies and procedures.
• Perform miscellaneous clerical and administrative support tasks to assist the department head, such as managing their calendar, sending out departmental memos and reminders.
• Prepare and process requisitions and other financial documents, such as request to pay forms. This includes relevant paperwork concerning university travel.
• Helps in organizing the scheduling of room usage in the building.
• Manages office, music librarian, and recording technician student worker needs.
• Manage incoming student audition information, scholarship offers, and student files.
• Assist in maintaining, tracking, and reporting on the departmental budget.
• Attend training on various aspects of the job, such as using the university travel software, when requested.
• Attend and take minutes for all department meetings.
• Prepare travel arrangements, travel requests, and travel reimbursements using Workday.
• Serve as a contact for students who are trying to locate classes or their professors’ offices by phone and/or posting signs on classrooms & offices.
• Prepare supply orders and purchase supplies.
• Maintain office equipment and supplies.
• Order purchasing for the department approved by the department head.
• Enter Load Sheets and Period Activity Pay (PAP) information into Workday.
• Performs basic reception and clerical duties including answering phones, greet, direct and provide general information for employees, parents, and students.
• Review, sort, and distribute mail. May draft written responses or replies by phone or email when necessary. Responds to requests for information.
• Create bulk mailings to be sent out to local schools, prospective students, etc.
• Maintain records, including adjunct instructor and contracted professional musician information, departmental student jury forms, student audition forms, and student equipment/instrument check out.
• Enter requests to update, fix, or maintain departmental facilities or in support of faculty office moves.
• Prepare duplication tasks per request.
• Conduct annual inventory of equipment.
• Reserve performance space on campus.
• Coordinate contracts for off campus performance space.
• Coordinate compensation for hired musicians, sound technicians, costume designers, guest artist, and full-time faculty.
• Purchase music and print/duplicate as necessary.
• Pay royalty fees.
• Coordinate instrument and equipment moves both on and off campus.
• Coordinate and manage the online calendar of events (both university and departmental), including the addition of student events throughout the academic year.
• Proofread spelling, grammar, and layout of public relations/concert posters and coordinates acquisition of promotion material.
• Manage concert program creation and proofing, campus advertising, and concert audio/video recording.
• Coordinate ushers/greeters with ticket scanners for all performances.
• Track registration and payment information for two summer camps each year.
• Provide all office support for summer camps including (but not limited to) marketing, duplication, name badges, program creation, t-shirt sizing and ordering, meal counts and payments, paying all camp workers.
• Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to subordinates.
• Requires consistent on-time attendance.

Benefits

• University contributions to health insurance
• University contributions to dental insurance
• University contributions to life insurance
• University contributions to disability insurance
• Tuition waivers for employees and their families
• 12 official holidays
• Immediate leave accrual
• Choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

What This Job Offers

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