Administrative Specialist - Dance

Position Overview

Butler University's Department of Dance in the Jordan College of the Arts seeks an Administrative Specialist to provide full clerical support and general office duties to assist the dance department chair, faculty, and students. Support includes the Department of Dance as a whole and Butler Ballet in general. This will be a 9-10 month position.

Responsibilities:

• Provide clerical support for the chair and faculty, including correspondence, memos, and reports; record and distribute faculty meeting minutes; update student groups and other related items. Schedule department chair's appointments. Make copies as needed.
• Maintain Department of Dance and Butler Ballet budgets and related department records; keep real-time records of income/expenses. Manage budget processes including budget changes and journal vouchers, processing of invoices and requisitions, reconciling financial reports monthly, monitoring gift and endowed funds, deposits, ensuring accuracy of BAEC Settlement Sheets, and invoicing external organizations as needed. Serve as department purchasing card manager.
• Supervise payroll; create and process payment for special contracts for individuals including orchestra members and guest artists.
  Assist with coordination of all production requirements, serve as historian, and prepare programs for publication; assist with coordination of departmental special events, such as the Department Honors Ceremony.
• Make travel and accommodation reservations for guest artists in conjunction with the department chair.
• In conjunction with the JCA Recruitment Coordinator, provide primary support for recruiting efforts by preparing audition day folders for faculty; maintain database; prepare materials needed for regional audition tours; meet with prospective students and parents; provide tours of the department; and follow up with inquiry calls.
• Serve as the dance department’s contact with current students.
• Serve as the department's contact with university departments such as facilities management to furnish or obtain routine information and handle regular transactions requiring a working knowledge of departmental functions and procedures.
• Ensure that office supplies are adequately stocked, and that equipment and studios remain in working order.
• Oversee the scheduling of studios for dance faculty and students as requested and coordinate schedules for studio rental requests.
• Work with the chair to schedule classes.
• Other duties as assigned.

Qualifications:

• High School diploma
• 2-4 years experience with administrative tasks including possessing a strong technical aptitude, particularly with MS Word, Excel, Publisher, Outlook, and other desktop software Excellent organizational skills, budget management, and bookkeeping skills
• Demonstrated excellence in written communication skills
• Strong interpersonal skills, including pleasant telephone demeanor
• Valid driver’s license

Preferred Qualifications

• Experience working with community-based organizations and underserved populations

BU Benefits and Perks

Please check out Butler’s Total Rewards website to learn more about our benefit offerings, that include:

• Paid Time Off and Holidays :
  • 18 days of paid time off (vacation and PTO days)
  • 8 Paid Holidays
  • Paid Winter Break between Christmas Eve and New Year’s Day
  • Paid Parental Leave (after 1 year of full-time employment)
• Health :
  • Comprehensive medical, dental, and vision plans including disability and life insurance programs
• Retirement :
  • 10% employer contribution after 1 year of full-time employment
• Tuition Assistance :
  • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
    • Eligibility after 9 months of full-time employment
    • Employees & spouses- undergraduate/graduate degrees
    • Dependents (under age 26)- undergraduate degree
    • Covers tuition only
  • Tuition Exchange Program for Dependents
• Butler Facilities Access, Discounts and Perks :
  • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
  • LinkedIn Learning Courses
  • Free premium subscription to the Calm App
  • Discount at the College Bookstore
  • Discount on select Athletic and Arts/Events Center Performances

About Butler

Butler University is a private, nationally recognized comprehensive university encompassing six colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, and Pharmacy & Health Sciences. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. 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.

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.

Advertised: June 01, 2023
Applications close: