Fine Arts Administrative Assistant

Job Description

Job Description

Fine Arts Administrative Assistant

Departments

Music

Theatre

Supervisors

Stephen Martin

Josh Maurer

Job Summary (20-25 hours/week)

Coordinate and manage the processes and collaborative efforts that contribute towards Fine Arts productions, office efficiency, and overall impressions experienced by those who interface with Bethel University.

E ssential Job Functions & Qualifications

For Music & Theatre:

• Facilitate the scheduling of events, as they pertain to the academic units of Music and Theatre.

• Communicate with the Bethel community (travel/transportation reservations, room reservations, housekeeping, IT, and maintenance work orders, reporting, scheduling, and announcing music events)

• Communicate with prospective students

• Hire, coordinate, and supervise student workers

• Maintain budget tracking and reconciliation

• Maintain swipe card access lists for buildings and students, update each semester, and coordinate with appropriate professors and departments.

• Oversee Theatre purchases

• Oversee development of performance programs (recitals, concerts, plays, musicals, etc.)

• Oversee the archival and updating of departmental files

• Provide relevant information to the Box Office regarding upcoming performances and Fine Arts events.

• Coordinate preparations for special events.

• Assist in special research projects pertaining to norms, trends, and features of higher education institutions as directed.

• Collaborate with other Fine Arts staff in completion of duties.

• Coordinate recruiting visits, auditions, scholarships, and preview days.

• Assist with the yearly Christmas Concert.

• Be available to attend department meetings.

Performance Expectations

• Maintain a posture of humility, self-motivation, and wisdom in all interactions with others

• Work collaboratively with administrators, faculty, and staff

• Continue to work toward increasing excellence on behalf of the department

• Uphold the mission of the University, abiding by the personal and academic policies

• Yearly performance evaluations

Knowledge and Skills

• Two-year degree in an arts-related discipline

• Minimum of two years of experience in the related field

Work normally involves contact with persons beyond immediate associates, generally regarding routine matters for purposes of giving or obtaining information that may require some discretion. Outside contacts take the form of service to the public (visitors or vendors), requiring ordinary courtesy in providing assistance and information.

Good oral and written communication skills; knowledge of Microsoft applications (Excel, Word, PowerPoint, One Drive) is essential.

May be asked to do occasional lifting up to 25lbs.