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Administrative Assistant, Performing Arts

Employer
Missouri Southern State University
Location
Missouri, United States
Salary
Salary Not Specified
Date posted
Jul 20, 2022

General Statement of Job

The Administrative Assistant for the Department of Performing Arts, with duties in the Learning Engagement areas, as needed, keeps official departmental records and relieves department heads, faculty, and/or staff members of clerical and administrative work by performing the following duties.

Specific Duties and Responsibilities

Essential Duties:

Manages department head's calendar and independently schedules appointments.

Screens incoming calls and correspondence and responds independently when possible.

Serves as receptionist for departments (by telephone and in person).

Opens, directs and responds to incoming mail.

Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.

Directs preparation of records such as syllabi, classroom handouts, exams, department meeting minutes, class rosters, grade reports, mass mailings and Human Subject Research Forms.

Takes and transcribes dictation, and composes and prepares minutes of departmental meetings.

Prepares confidential correspondence, reports, and other complex documents.

Supervises the photocopying of exams, correspondence or other printed materials.

Supervises students taking make-up exams.

Creates and maintains database and spreadsheet files.

Arranges complex and detailed travel plans and itineraries, and compiles documents for travel-related meetings.

Assists in the student advising process by maintaining student files and advisee lists, tracking first-time/full-time freshmen for retention, completing graduation papers, and organizing letters of recommendation.

Assists in the student registration process by entering new course schedules, updating faculty to online registration system, manages waiting list of students for high demand courses, and follows through with student when opening occurs.

Enters and maintains records of departmental student performance monetary awards.

Maintains the departmental calendars to include coordinating rehearsals and performances, scheduling of rooms and services.

Schedules events, activities and all details necessary for the operation of the district music festival in the spring semester.

Schedules events, activities, and all details necessary for the operation of the Taylor Auditorium, Bud Walton and Corley Auditorium.

Orders and maintains office supplies, laboratory and classroom equipment, audiovisual equipment, and library of films.

Tracks departmental budget information.

Coordinates Student Evaluation process.

Assists with student department club and Honors Convocation.

Maintains departments bulletin boards.

Responsible for recruiting, training, and supervising of student workers.

Audits work hours and time sheets.

Submit Playbill submissions by deadline

Account manager for departmental procurement cards

Obtain royalties, scripts and/or perusal copies for each production

Arrange production meeting calendar and schedules

Add productions to MSSU’s calendar of events on Website

Make deposits for all stage productions

Other duties may be assigned.

Education, Experience, and Licenses

High School diploma or GED required. One year certificate in secretarial/office management from accredited college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Bookkeeping experience a plus.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to read and comprehend simple instructions, short correspondence, and memos.
  • Ability to write simple correspondence.
  • Ability to effectively present information in one-on-one and small group situations to students, faculty, staff and members of the public.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
  • Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Ability to define problems, collect date, establish facts and draw valid conclusions.
  • Ability to presents facts to faculty for departmental response.
  • Ability to deal with a variety of information presented in oral or written formats.
  • Ability to deal with non-verbal behavior in assisting with problem resolution.
  • Ability to effectively communicate orally (in person and by telephone) and in writing.
  • Ability to effectively operate a computer (prefer Microsoft Word, Excel and Access skills).
  • Ability to use (or quickly learn) the Purchase Order, Student Data and other software systems.
  • Ability to multi-task, yet maintain close attention to detail and timeliness of work production.
  • Ability to be self-motivated and willing to finish unexpected work and meet deadlines.
  • Ability to maintain highest level of confidentiality.
  • Ability to work in a positive team-oriented manner with a variety of people (students, faculty, staff, administrators, and members of the public).

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or use a computer keyboard and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is usually moderate.

NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact Human Resources to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if they can safely perform the essential function of this job with or without reasonable accommodation.

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