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Administrative Assistant, Butler Community Arts School

Employer
Butler University
Location
Indiana, United States
Salary
Salary Not Specified
Date posted
Dec 5, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs
Employment Level
Administrative
Employment Type
Full Time
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Job Details



Position Overview

The Administrative Assistant for BCAS performs clerical tasks to ensure efficient operation of the office including managing the BCAS email inbox, answering phone calls, ordering and organizing office and instructional supplies, preparing deposits, and composing routine correspondence to the BCAS Listserv. Additionally, the Administrative Assistant may be asked to assist in booking travel for staff and external guests and supporting event planning either on or off Butler’s campus.

Primary Responsibilities:
  • Manage BCAS inbox: fielding inquiries and forwarding them to appropriate staff

  • Organize and Manage Practice Rooms for BCAS Teaching Fellows

  • Answers incoming calls and manages voicemails

  • Maintains and controls office supply inventory

  • Prepares routine correspondence, meeting materials, newsletters and other documents

  • Oversee office administration, including digital filing system, equipment and facility.

  • Perform administrative duties to support daily business activities

  • Provides administrative support to the Director

  • Greet and engage visitors to the Butler Community Arts School

  • Maintains and updates organizational documents, lists, and manuals

  • Schedule an arrange meetings and travel for the BCAS Staff

  • Maintain Program records and files, including student and faculty files. Handle these in a confidential way when necessary

  • Provide assistance with the Program’s special events, trips and meetings

  • Maintain Registration Database and process payments for all BCAS offerings

  • Manage incoming & outgoing mail and packages; arrange for delivery and pick-up of packages

  • Maintain contact database and mailing lists

  • Periodically produce electronic announcements, such as staff and stakeholder updates, for the BCAS using Constant Contact

  • Update and/or build Formstack registration forms for all BCAS programming

  • Financial responsibilities include: Inputting online credit card payments into the proper databases; and accepting and documenting cash and check payments made in the office

  • Provide internal hospitality, including providing refreshments for guests and laying out food orders for applicable meetings or gatherings

  • Maintain log of all calls requiring further action

Qualifications and Requirements:
  • Knowledge of office management systems and procedures

  • Working knowledge of office equipment, like printers and copy machines

  • Attention to detail and problem-solving skills

  • Excellent written and verbal communication skills

  • Proficient with Microsoft Office Suite (Word, Excel, PowerPoint) and Google counterparts

  • Strong time management, and organizational skills, including attention to detail and abilities to prioritize tasks and keep multiple tasks moving simultaneously

  • Facility with both PC and Mac operating systems

  • Proven capacity to work independently and as a team member

  • Passion for promoting social and economic justice for marginalized individuals and communities

  • Strong communication skills and “emotional intelligence”

  • Positive attitude and ability to work in a team

  • Willing to give and take constructive criticism

  • Adept at active listening

  • Familiar with and capable of using inclusive language, terminology, and behaviors

  • Second language desirable

  • High School degree, Bachelor’s preferred

Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

As a condition of employment, Butler University requires COVID-19 vaccinations for all students, faculty, and staff (subject to applicable law). COVID-19 Vaccination Requirement FAQs

Advertised: December 05, 2022
Applications close:

Company

Butler University

With just over 5,000 students, we’re relatively small as far as universities go. That’s a good thing—it means classes are more personally engaging and professors are always available to help.

But in terms of opportunity, Butler University is about as big as it gets. Indianapolis is one of the largest and most dynamic cities in the Midwest. As residents, Butler students can plug right into the real-world through internships, co-ops, undergraduate research, public performances, and community partnerships. These experiences provide working knowledge and skills that students need to excel after college.

A career at Butler University means so much more than a job.  Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

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