Fine Arts Administrative Assistant

Job Description

Job Description

Fine Arts Administrative Assistant

Departments: Music, Theatre
Supervisors: Stephen Martin, Josh Maurer, Chad Jay

Job Summary (40 hours/week)

Non-exempt to 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.

Essential 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, )
• Oversee the archival and updating of departmental files
• Provide relevant information to 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.

For Art:

• Answer general inquiries via email and phone
• Communicate with current students and alumni
• Organize and update student and department files
• Assist with organizing and processing forms
• Communicate rosters to IT for Adobe access each semester (swipe access to Campus Safety)
• Order class and studio supplies

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 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.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.

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Bethel University does not discriminate on the basis of race, color, age, sex, disability, national or ethnic origin in employment opportunities, in keeping with applicable state and federal laws. In keeping with the mission of the institution, Bethel University seeks applicants with a strong commitment to the values and lifestyle of evangelical Christianity and who profess a personal relationship with Jesus Christ. As a Christian institution, we require faculty and staff to adhere to the University's Lifestyle Covenant and to enforce a religiously based statement of responsibilities for all University employees. Women and minorities are encouraged to apply. Bethel University, as an educational institution operating under the auspices of the Missionary Church, reserves the right to prefer employees on the basis of religion (Title VII, Sections 702-703, United States Civil Rights Act of 1964 as amended).