Scheduling & Administrative Assistant- Part Time

Viterbo University • La Crosse, WI

1d

About The Position

Viterbo University's Fine Arts Center is seeking a part-time Scheduling & Administrative Assistant to coordinate event and academic scheduling, manage calendars for university spaces overseen by the Fine Arts Center (FAC), and provide administrative and bookkeeping support. This year-round position is 20 hours per week and offers an opportunity to contribute to a mission-driven arts environment.

The role's workload is approximately 70% scheduling, 15% administrative support, and 15% bookkeeping. The assistant is the first point of contact for internal event reservations and large event requests in FAC spaces, administers scheduling data and systems, and supports the Fine Arts Center Director and staff. The position also coordinates purchasing, artist payments, licensing and royalty requirements, and related records and reporting.

Applicants must be authorized to work for any employer in the United States. The university is unable to sponsor or take over sponsorship at this time. Viterbo University seeks employees who embrace its mission of preparing students for faithful service and ethical leadership and its values of contemplation, hospitality, integrity, service, and stewardship.

Requirements

• Associate of Arts degree, bachelor's degree with a focus in arts administration preferred, or two years of experience in a comparable position.
• Proficiency in Microsoft Office.
• Self-motivation and excellent organizational and interpersonal skills.
• Outstanding written and oral communication skills.
• Proven ability to multitask.
• Ability to work with creative people and handle a variety of office tasks.
• Authorization to work for any employer in the United States.

Nice To Haves

• Bachelor's degree with a focus in arts administration.
• Previous experience in the arts, entertainment, or live events; this is a plus but not required.
• Proficiency in EMS (Event Management Software); this is a plus but not required.

Responsibilities

• Serve as the first point of contact for internal event reservations in campus spaces under the Fine Arts Center's jurisdiction.
• Serve as the first point of contact through scheduling for large event requests from internal users in FAC spaces.
• Execute the university academic import into EMS and ensure its accuracy with the registrar's office.
• Administer EMS and EMS WebApp and ensure the accuracy of their data.
• Integrate and promote EMS WebApp for self-reservations across campus.
• Assist the Fine Arts Center Director with maintaining and ensuring the accuracy of the master scheduling calendar.
• Develop administrative policies and procedures with the Director to promote efficiencies within the FAC.
• Provide administrative support services to the Fine Arts Center Director and FAC administrative staff.
• Coordinate quarterly reporting for the FAC's ASCAP, BMI, and SESAC music licensing contracts.
• Coordinate rights and royalties for Fine Arts Center and Conservatory for the Performing Arts programs.
• Develop and maintain record-keeping systems.
• Attend regular FAC staff meetings.
• Serve as liaison with the copy and mail center for FAC operations.
• Maintain inventories of required office and first aid supplies.
• Coordinate FAC purchasing according to university protocol, including documenting purchase orders and check requests.
• Coordinate artist contract requirements for artist payments and maintain payment records.
• Coordinate reporting requirements for the Wisconsin Non-Resident Entertainers Tax Code.
• Perform other duties as assigned by the Director of the Fine Arts Center.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: Associate degree