Administrative Assistant for Communications, Art, and Music & Theatre

Administrative Assistant for Communications, Art, and Music & Theatre

This is a full-time, 35 hours a week position

The Administrative Assistant for the Communication, Art/Art History and Music/Theatre Departments provides administration support to the department Chairs and faculty members. The role requires a highly organized individual to manage departmental budgets, coordinate facilities, oversee student employment, and facilitate academic scheduling and registration processes. The Administrative Assistant serves as a primary point of contact for faculty, staff, students, parents and alumni, ensuring the smooth daily operation of multiple departments across the university campus.

Essential Duties and Responsibilities:

• Manage building needs for three departments, as well as classroom spaces related to these departments.
• Maintain the schedule for all music and concert spaces, as well as practice facilities.
• Support the "Music in the Great Hall" series and theatre performances through event scheduling, program and poster production, hotel logistics, and university calendar management.
• Coordinate logistics for departmental events, Open Houses, and First-Year Orientation programs.
• Assist chairs with specialized equipment management, including Com Gear Room inventory/maintenance and student instrument rentals.
• Manage departmental budgets for three academic departments, including two fee-based accounts and one gift fund.
• Process and manage reimbursements for guest speakers, artists, musicians and new suppliers.
• Order supplies and gear while managing multiple professional subscriptions for two departments
• Assist with class scheduling in CourseDog; manage course cap manager and classroom change requests; process student registration overrides and update and maintain student advisor assignments within the Banner system.
• Manage annual Course Leaf and Course Catalog updates, ensuring accuracy in course descriptions, titles, and attributes.
• Execute Cognos reports for data tracking on major/minor counts and course completion metrics.
• Manage departmental Google Groups and digital communication channels for faculty and students.
• Hire and manage 30+ student workers across three departments.
• Facilitate the hiring and onboarding process for adjunct faculty.

Secondary Duties and Responsibilities:

• Order office and classroom supplies for three departments and ensure all supplies are properly stocked in various buildings for each department.
• Support faculty with day to day needs (i.e. in classrooms, with department emails, invoices and expenses, etc.)
• Ability to navigate campus throughout the work week to support multiple buildings.
• Other duties as assigned by the CAS Dean's Office.

Minimum Qualifications:

• Associate's degree and 1-3 years of experience in an administrative support role or an equivalent combination of education and experience.
• Mastery of basic to intermediate skill level in Word, Excel, PowerPoint and internet search software relevant to the position. Specifically, the ability to use mail merge in Word and formulas in Excel is essential.
• Excellent communication skills (i.e. grammar, vocabulary) to be applied to telephone communications and to written communications such as email, letters, memos, etc.

Preferred:

• Previous administrative experience in an academic setting.
• Experience with Banner, Courseleaf systems and Workday.

Physical Requirements and/or Unusual Work Hours:

• May be required to attend and assist in key events during evenings or weekends.
• May need to sit for extended periods of time.
• May be required to lift boxes of up to 25 pounds.
• May be required to deliver information or packages around campus when student workers are unavailable.

The estimated pay range for this position is $22.00 - $23.85 per hour. The offered rate of pay will be commensurate with work experience and educational background.

Saint Joseph's University