Scheduling & Administrative Assistant

Job Description

Job Description

Viterbo University's Fine Arts Center is seeking a Scheduling & Administrative Assistant to play an integral part to the successful coordination of large-scale event scheduling, campus academic scheduling, and day-to-day calendar management across university spaces overseen by the Fine Arts Center. The position also provides essential administrative support to ensure the smooth operation of the Fine Arts Center. Ideal for individuals to begin a career in arts administration or those with a strong interest in the administrative aspects of the arts, this role offers a unique opportunity to contribute meaningfully to a vibrant and mission-driven arts environment. This is a part-time, 20 hours a week, year round role.

Responsibilities:

Scheduling (70% of workload):

• Serve as the first point of contact for all internal events / reservations on campus in spaces under the jurisdiction of the FAC.
• Serve as the first point of contact through scheduling, for large event requests of internal users in spaces under the jurisdiction of the FAC.
• Execute the university academic import into EMS and ensure its accuracy with the registrar's office.
• Serve as the main administrator and ensure the accuracy of data within EMS and EMS WebApp.
• Integrate and promote EMS WebApp into standard scheduling practices for self-reservations across campus.
• Assist the Fine Arts Center Director in the maintenance and accuracy of the master scheduling calendar.

Administrative Support (15% of workload):

• In coordination with the Director, develop administrative policies and procedures that promote efficiencies within the FAC.
• Provide administrative support services for the Fine Arts Center Director and FAC administrative staff.
• Coordinate quarterly reporting for the FAC's music licensing contracts (ASCAP, BMI, SESAC).
• Coordinate rights and royalties for the Fine Arts Center and the Conservatory for the Performing Arts programs.
• Develop and maintain record keeping systems.
• Attend regular meetings of the FAC staff.
• Serve as liaison with the copy and mail center for FAC operations.
• Maintain inventories of required office supplies and first aid supplies.

Bookkeeping (15% of workload):

• Coordinate purchasing needs for the FAC following the University protocol, including coordinating and documenting purchase orders and check requests.
• Coordinate artist contract requirements for artist payments and maintain records and payments. Additionally, coordinate the reporting requirements for the Wisconsin Non-Resident Entertainers Tax Code.
• Other duties as assigned by the Director of the Fine Arts Center.

Qualifications:

• Associates of Arts degree, bachelor's with a focus of arts administration preferred, or 2 years' experience in comparable position.
• Previous experience in the arts, entertainment, or live events is a plus but not required.

Skills:

• EMS – Event Management Software - proficiency is a plus but not required.
• Microsoft Office proficiency.
• Self-motivated with excellent organizational and interpersonal skills.
• Outstanding written and oral communication skills
• Proven ability to multi-task.
• Ability to work with creative people and on a variety of office tasks.

To Apply: Please complete the online employment application form and upload a letter of interest highlighting your experiences to support your candidacy., CV/resume, and three professional references.

Alignment : Viterbo University seeks employees who will embrace the University mission and incorporate our values into their day-to-day work.

Mission: The Viterbo University community prepares students for faithful service and ethical leadership.

Values: In keeping with the tradition of our Franciscan founders, we hold the following core values:

• Contemplation , reflecting upon the presence of God in our lives and work
• Hospitality , welcoming everyone we encounter as an honored guest
• Integrity , striving for honesty in everything we say and do
• Service , working for the common good in the spirit of humility and joy
• Stewardship , practicing responsible use of all resources in our trust

About the University: Viterbo University is a private, not-for-profit, Catholic, Franciscan institutions founded by the Franciscan Sisters of Perpetual Adoration in 1871. Viterbo offers a student-centered liberal arts education with a wide range of undergraduate, graduate, and professional programs. Located in La Crosse, Wisconsin, the university is nestled along the scenic Mississippi River and surrounded by the stunning bluffs. The local area combines natural beauty with a vibrant, welcoming community, offering opportunities for outdoor recreation, arts and culture. Together, Viterbo and La Crosse provide an exceptional place to live, work, and make a difference.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship at this time.

The university does not unlawfully discriminate on the basis of sex or engage in sex discrimination in any education program or activity that the university operates. Title IX's mandate not to discriminate on the basis of sex extends to students, employees, applicants for employment, and other persons in all aspects of the university's programs, activities, and operations. Inquiries regarding how Title IX applies to the university may be referred to the university Title IX coordinator, to the U.S. Department of Education Office of Civil Rights, or to both.

Contact information for the Title IX coordinator is available at Title IX: Sex and Gender Discrimination or Harassment | Viterbo University