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Administrative Assistant II Theater and Dance

Employer
Colby College
Location
Maine, United States
Salary
Salary Not Specified
Posted Date
Aug 11, 2022

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Position Type
Faculty Positions, Arts, Performing Arts, Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Job Description
Department:
Theater and Dance - Staff
Pay Rate Type:
Hourly
Employee Type:
Job Summary:Reporting to the Department of Theater and Dance chair and associate chair, the administrative assistant II will provide office management and a wide range of administrative support for the department. Work involves skillful organization, sound judgment, and independent initiative as well as clear verbal and written communication within the college and off-campus. The administrative assistant II trains and oversees student personnel and must maintain a positive, regular, and welcoming rapport with students. We seek a candidate who deliberately embraces our department’s four core values: Collaboration, Leadership, Justice, and Community Reciprocity. We welcome inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

Administrative Assistant II

Department of Theater and Dance

Full-Time (40-Hours) Academic Year, Part-Time (20-Hours) Summer, Non-Exempt, Hourly, Staff Appointment

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
  • Provide administrative and clerical support for faculty and staff in the department
  • Responsible for the department’s office management (e.g. photocopying, searching for articles and forms, filing, maintaining bulletin boards, ordering office supplies, business cards, and mass mailings)
  • Maintain a presence in the department’s front office; answer students’ and visitors’ questions as appropriate
  • Coordinate information management, keep archives and records, and organize digital photography
  • Support accounting for departmental budget centers including all departmental billing and payments
  • Process contracts for freelance service providers
  • Hire, train, and guide student employees, including graphic designers, media assistants, ushers, and box office workers, tracking their employment hours
  • Collaborate with the House Manager to coordinate front of house and attend opening nights for department productions
  • Plan receptions, staff retreats, and departmental events, including College scheduling and catering
  • Complete paperwork associated with faculty and staff searches
  • Organize and maintain faculty personnel files and course evaluation documents
  • Maintain dossiers for faculty members’ tenure, promotion, and merit reviews and contract renewal materials; assist Chairs with all aspects of preparation of these materials
  • Collaborate with Production Manager to schedule Strider Theater, Cellar Theater, Dance Studio, Smith Acting & Directing Studio, and report room bookings to the Office of Campus Events and the Registrar
  • Prepare publicity including publicity timelines, graphic specifications, design and layout of programs, posters, and email/digital notices
  • Coordinate visitor lectures, guests, and student exhibitions (e.g. invitations, scheduling, travel and lodging, and any other lecture promotion)
  • Coordinate online ticket system, ticket printing and accounting of audience participation percentages
  • Update the department’s website and social media postings
  • Attend and draft minutes for the department faculty meetings
  • Create and layout programs for departmental productions
  • Create publicity for department events
  • Order and coordinate the dissemination of printed materials such as programs, posters, postcards, and tickets.
  • Operate computer, software programs, web applications, e-mail, printers, photocopy machines, fax, and telephone systems
  • Arrange for work orders with Facilities Services
  • Reserve rooms for exams and meetings
  • Schedule meetings between personnel from multiple College departments/offices
  • Assist in preparing for Overseers visiting committees
  • Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice
QUALIFICATIONS:
  • High school diploma or equivalent required; professional coursework or post-secondary education are a plus
  • Three or more years of previous administrative professional experience
  • Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative
  • Attention to detail and accuracy are critical
  • Ability to handle confidential information tactfully
  • Talent to diffuse challenging customer contacts with tact and poise
  • Strong business English, proofreading, and spelling skills
  • Experience with webpage creation and maintenance is desired
  • Must be able to work independently, exercise judgment, and manage projects with minimal supervision as well as to adjust as new projects are assigned
  • Highly developed computer skills including extensive experience using Microsoft Office Suite, email and web applications, Google applications, database applications, image editing software (e.g., Adobe Photoshop), as well as an interest in and ability to learn new programs
  • Ability to make an impact through work as a member of a team and diverse community
KEY RELATIONSHIPS:

This position interacts with other administrative offices, faculty and staff, alumni, donors, independent contractors, professional guest artists, members of the central Maine community, and external groups.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS :

General open office and campus environment. Position involves sitting, although frequent movement is necessary. Occasional lifting is required. Computer usage involving repetitive hand/wrist motion is also necessary.

CONDITIONS OF EMPLOYMENT :

Successful and satisfactory completion of a background check (including a criminal records check). All students, faculty, and staff who are present on campus must be vaccinated and boosted against COVID-19, unless granted an exemption or accommodation by the College.

TO APPLY :

Interested candidates should apply electronically by clicking the "Apply" button on the Colby College website. Please submit a resume, the contact information of three professional references, and a letter of interest not exceeding one page. Please feel free to include a discussion of your commitment to our core values as described on our departmental website. Materials should be addressed to:

Administrative Assistant II (Theater and Dance) - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855


A review of applications will begin immediately and will continue until the position is filled.

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