Administrative Assistant IV

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Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

ABOUT THE POSITION:

This position performs a variety of complex administrative duties with minimal supervision, which include coordinating theatre curriculum and dance curriculum programs and programs for theatre and dance productions/events; account management (co-officer) of Theatre Operational Budget, Dance Operational Budget, and five production budgets; and serving as Box Office Manager/Supervisor. This position oversees and contributes to marketing for productions and department activities including the website management, production posters and programs and supervision of the student social media coordinator. Serves as primary contact/resource person for the department, interacting with students, faculty, prospective students, parents, alumni, administrators, and community members. Provides additional administrative coordination for the Arts @ LC program, including communication, scheduling, coordination of meetings, events and programs as well as marketing, social media, website support, and SEM budget tracking.

This position is full-time (37.5 hours/week), 11 months/year

LCCSSA POSITIONS - This position is represented by the Lewis & Clark College Support Staff Association (LCCSSA) Local 4912 of the American Federation of Teachers (AFT).

The current LCCSSA Bargaining Agreement can be found here: https://www.lclark.edu/unions/lccssa /

WHAT YOU'LL DO:

Event Coordination and Production Management (20%)

• Plan and coordinate all major aspects of the theatre curriculum and dance curriculum and programs for theatre and dance productions/events year-round as follows:
  
  
• Maintain all space, class, rehearsal and production calendars
  
  
• Manage reservations of spaces for Theatre Department classes and productions including spaces outside the Fir Acres Theater
  
  
• Schedule and attend all production meetings and publish meeting reports
  
  
• Facilitate communications between production staff, cast and crew
  
  
• Hire and act as manager for the following student positions:
  
  • House Manager
    
    
  • Box Office Crew/ Ushers
    
    
  • Videographer/photographer/archivist
    
    
  • Social Media Manager
    
    
• Provide logistical support to the chair, faculty and staff for the implementation of curricular and production elements of the Theatre Program, Dance Program and Arts @ LC as follows:
  
  • Provide project management for productions including auditions, coordinating production calendars;
    
    
  • Assisting student and staff managers in scheduling and communication;
    
    
  • Creating contracts for guest artists.
    
    
• Coordination of the Fir Acres Space calendar and student access to space including building access and key check out.
  
  
• Coordination of curricular, administrative, and programmatic deadlines and processes for the department.
  
  
• Coordinating communication, scheduling of meetings, events and programs for Arts @ LC and overseeing the Arts @ LC workstudy student.
  
  

Budget Management (20%)

• Manage budgets and functions as a co-officer for department accounts (Theatre Operational Budget, Dance Operational Budget, Arts @ LC SEM budget and Production Budgets including One Act Festival, Fall Semester Main Stage Production, Dance Extravaganza, Spring Semester Main Stage Production, Theatre Thesis Festival and potential summer programming), which includes:
  
  • Tracking expenses
    
    
  • Paying invoices
    
    
  • Reconciliation of Budgets
    
    
  • Box Office reconciliation
    
    
  • Reconciliation of four department purchasing cards
    
    
  • Manage and reconcile Petty Cash.
    
    

Department and Arts @ LC Operations (20%)

• Coordinate day-to-day operations for the department and Arts @ LC.
  
  
• Primary contact/resource person for the department and Arts @ LC.
  
  
• Independently respond to and follow up on student, parent, faculty, administrator, prospective student, alumni, and public/community inquiries.
  
  
• Answer phones, screen calls, take messages, and ensure resolution.
  
  
• Greet and direct visitors.
  
  
• Receive, sort, and process all mail, email, faxes, and deliveries.
  
  
• Order supplies and equipment from various vendors for Dance and Theatre programs.
  
  
• Ensure that office supplies meet needs and are fully stocked.
  
  
• Initiate on- and off-campus print jobs.
  
  
• Schedule and coordinate space for department and Arts @ LC meetings.
  
  
• As Arts @ LC Admin attend Fine Arts Department meetings (Art, Music, Creative Writing in addition to Theatre)
  
  
• Meet as needed and coordinate with student arts groups.
  
  
• Meet monthly or as needed with Platteau manager around events marketing and coordination.
  
  
• Recorder and Scheduler of monthly Theatre/Facilities meetings.
  
  
• Maintain copier, fax, printer (paper and toner supplies, troubleshoot technical issues, coordinate and communicate IT and outside service requests).
  
  
• Maintain and update Theatre Department and Arts @ LC mailing lists for marketing and communications purposes.
  
  
• Record faculty governance standing committee minutes as needed.
  
  
• Other duties as assigned.
  
  

Publicity and Communications (20%)

• Marketing - Create, coordinate, and implement poster and program design schedule/calendar and marketing communication, including a bi-annual newsletter, for Black Box, Main Stage and Arts @ LC events. Manage the Arts @ LC social media platform.
  
  
• Hire and oversee the student social media manager, student videographers and professional photographer.
  
  
• Regularly update the department website with news items and production updates, and when needed create copy and graphic design for the theatre website and social media.
  
  
• Create and coordinate on-campus event announcements, fliers and marketing outreach.
  
  
• Maintain the Arts @ LC website, create content for the website when needed, and populate the Arts @ LC calendar with upcoming events.
  
  

Box Office Manager (10%)

• Coordinate with Student Employment in regards to position description and hiring.
  
  
• Interview applicants, make hiring decisions, and complete necessary hiring paperwork.
  
  
• Train students, schedule work shifts, and supervise their work.
  
  
• Coordinate and manage the online ticketing system with Arts People.
  
  
• Reconcile and prepare revenue/deposit reports.
  
  

Data Management (10%)

• Systems Creation and Management - create administrative processes for efficiency and transparency in department and Arts @ LC communication and workflow.
  
  
• Create and organize a department google drive with easily searchable and accessible archives of meeting notes, curricular and student information, program and event information, theatre and dance production materials such as programs, photos, reviews, etc., and other relevant information. Additional projects may include the digitization of the Theatre archives.
  
  
• Create and organize a google drive for Arts @ LC to track communications and strategic plan, and budgets.
  
  

MUST HAVES:

• High school diploma & 6 years of directly related job experience OR Associate’s degree & 4 years of directly related job experience OR Bachelor’s degree & 2 years of directly related job experience
  
  
• Proficiency with Microsoft Office, Google Suite
  
  
• Skilled in both Macintosh and PC platforms
  
  
• Capability to master Higher Education systems (Colleague, banner, etc)
  
  
• Proficiency with marketing and/or social media software
  
  

NICE TO HAVES:

• Bachelor’s degree & 2 years of directly related job experience
  
  

WORK SCHEDULE:

• 37.5 hrs/week (Full Time)
  
  
• 11 months/year
  
  
• Benefits Eligible: Yes
  
  

PAY RATE:

• LCCSSA Grade 15/Step F
  
  
• $26.33/hr
  
  

Directions for Cover Letter

Please upload your cover letter on the My Experience screen in the resume section.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

( https://www.lclark.edu/about/title_ix_compliance ).

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.