School of Theatre Administrator

Point Park University•Pittsburgh, PA

3d•Onsite

About The Position

The School of Theatre Administrator provides comprehensive administrative and organizational support to the Dean, Associate Dean, Chair, and Faculty of the Theatre Department within the Conservatory of Performing Arts (COPA). This role also involves providing secondary support to students, staff, faculty, and guests in a professional and courteous manner, fostering a collaborative and positive environment, and taking personal responsibility for excellence. The position is fully on campus.

Requirements

Bachelor's degree required
Previous administrative experience desired
Ability to perform a full range of administrative functions
Office and budget monitoring skills
Staff communications skills
Advanced word processing computer skills
Advanced Excel computer skills
Strong organizational skills
Strong communications skills
Strong writing skills
Social media skills
Web research skills
Prior experience with student information systems preferred
Prior experience with other web-based communication systems and tools preferred

Nice To Haves

Previous administrative experience
Prior experience with student information systems
Prior experience with other web-based communication systems and tools

Responsibilities

Prepare expense reports and reconcile expenses with budget data for the Dean and Associate Dean.
Coordinate and maintain calendars, including scheduling meetings with students, faculty, university administration, and external vendors for the Dean and Associate Dean.
Assist with travel arrangements and accommodations for the Dean and Associate Dean.
Coordinate and create conservatory-wide communication.
Lead the award process for endowed scholarships for conservatory students.
Organize and store Dean's list information and coordinate bulk mailing to students at the end of each semester.
Coordinate guest artists and speakers for the Conservatory, including payment, logistics, advertisement, and travel.
Serve as a liaison for the Conservatory to the University at large.
Act as the main point of contact for students in the Theatre Department, guiding them to university resources, faculty, and/or meetings with the chair.
Coordinate and maintain the Chair's calendar, including scheduling meetings with students, faculty, university administration, and external vendors.
Work with the Chair to create, edit, and distribute the semester's coursebook, ensuring section availability and maintaining records of past course offerings and enrollment.
Schedule faculty and spaces in conjunction with the current course book to ensure smooth scheduling of personnel and resources, verifying appropriate rooms and equipment.
Schedule all theatre spaces, working with Playhouse staff and CES to ensure appropriate and maximized space usage.
Hire, train, schedule, and supervise department apprentices.
Prepare expense reports for the Chair, create check requests for accounts payable, manage budget data and reallocations, and prepare reports on the annual budget status.
Provide logistical and administrative support for faculty searches.
Coordinate guest artists and speakers for the department, including payment, logistics, advertisement, and travel.
Actively participate and communicate with the Playhouse Senior Leadership team to support a cohesive mission and vision.
Supervise the management and content creation of Theatre department-specific social media, collaborating with university and Playhouse marketing for brand consistency.
Work with the university advancement office to collect, gather, and organize Theatre Department and Playhouse alumni information.
Offer organizational and financial reporting support as needed for COPA and Pittsburgh Playhouse.
Plan and coordinate the travel component of the NYC showcase, including vendor coordination for space rental, hotel blocks, travel tickets, and all logistics for students and faculty in New York.
Create contracts for the external showcase team, including payment, travel planning, logistics, and coordinating the annual schedule.
Hire a photographer for student headshots and act as the liaison between students and the photography company.
Work with vendors to create video versions of showcase materials for the Point Park website.
Advertise the showcase event and website to industry professionals, designing all print and digital marketing materials, as well as program and print materials for the in-person performance.
Manage the showcase budget, assist students with fundraising endeavors, create purchase orders, deposit funds, and ensure vendors are paid on time.
Travel to New York for showcase performances and serve as the point person for industry guests, students, faculty, staff, and vendors.