School of Theatre Administrator

Point Park University•Pittsburgh, PA

2d•Onsite

About The Position

Provide administrative and organizational support to the Dean, Associate Dean, Chair and Faculty of the Theatre Department. Additionally, COPA expectations are to include providing secondary support to students, staff, faculty and guests in a professional and courteous manner; working in a collaborative fashion while maintaining a positive attitude; treating all with respect; and taking personal responsibility for excellence.

Requirements

Bachelor's degree required
previous administrative experience desired
ability to perform a full range of administrative functions including office and budget monitoring
staff communications
computer skills using advanced word processing and Excel
strong organizational, communications, writing, social media and web research skills
Prior experience with student information systems and other web-based communication systems and tools preferred

Responsibilities

Prepare expense reports and reconcile expenses with budget data.
Coordinate and maintain the calendars, including scheduling meetings with students, faculty, university administration, and external vendors.
Assist with travel arrangement and accommodations.
Coordinate and create conservatory-wide communication.
Lead the award process for endowed scholarships of conservatory students.
Organize and store Dean's list information, coordinate bulk mailing to students at the end of each semester.
Coordinate guest artists and speakers for the Conservatory. Including payment information and policy, logistics, advertisement, and travel if necessary.
Serve as liaison for the Conservatory to the University at large.
Act as the main point of contact for students. Guide them to university resources, faculty, and/or meetings with the chair.
Work with the chair to create, edit, and distribute the semester's coursebook.
Ensure section availability for students and faculty.
Maintain 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.
Make sure that classes are held in appropriate rooms and have the equipment needed.
Schedule all theatre spaces.
Work with Playhouse staff and CES to ensure space usage is appropriate and maximized.
Hire, train, schedule, and supervise department apprentices.
Prepare expense reports for the Chair.
Create check requests for accounts payable.
Manage budget data and reallocations.
Prepare reports to keep the chair informed of the status of the annual budget.
Provide logistical and administrative support for faculty searches.
Coordinate guest artists and speakers for the department. Including payment information and policy, logistics, advertisement, and travel if necessary.
Actively participate and communicate with Playhouse Senior Leadership team to support a cohesive mission and vision.
Supervise the management and content creation of Theatre department specific social media.
Work in collaboration with university and Playhouse marketing to ensure consistency of branding and messaging.
Work with university advancement office to collect, gather, and organize Theatre Department and Playhouse alumni information.
Offer organizational and financial reporting support as needed.
Plan and coordinate the travel component of the NYC showcase. Including working with vendors to rent theatre space, book hotel blocks, purchase tickets for travel (train, bus, etc), and coordinating all logistics for the time the students and faculty are in New York.
Create contracts for the external showcase team. Including payment data and follow through, travel planning and logistics, and coordinating the annual schedule.
Hire a photographer for student headshots.
Act as the liaison between the students and 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.
Design all print and digital materials for marketing.
Design all program and print materials for the in-person performance of the showcase.
Manage the showcase budget.
Assist the students in any fundraising endeavors.
Create purchase orders, deposit funds, and ensure all vendors are paid on time.
Travel to New York for the showcase performances.
Serve as the point person for industry guests, students, faculty, staff, and vendors.