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Arts Programming Assistant CA2 - OVPA

Millersville University
Pennsylvania, United States
Salary Not specified
Date posted
Feb 16, 2024

Arts Programming Assistant CA2 - OVPA
Millersville University

Department: Ware Center Staff
Nature of Position: Permanent, Full-time

Job Summary/Basic Function
The Clerical Assistant 2 provides clerical support to Director of Office of Visual and Performing Arts (OVPA) and OVPA managers, including typing, filing, copying, collating, back-up support for reception desk, and both internal and external contacts within the department. Assists with Excel reports, spreadsheets, and charts.

Located in Lancaster County, Pennsylvania, Millersville University of Pennsylvania is one of the 10 public universities of Pennsylvania's State System of Higher Education. Our pillars of distinction include exceptionally strong student-faculty relationships, numerous programs of distinction, a beautiful campus and vibrant location, and successful job placement for our students. Our students' success, both inside and outside of the classroom, is our highest priority, and we provide numerous opportunities to facilitate their academic, personal, and social growth and development. Almost 70 baccalaureate programs are available for our 6,000 students to find their path. Approximately one thousand graduate students enroll in 21 master's and three doctoral programs. Our faculty are highly respected in their fields and dedicated to the success of students in the classroom, research labs, and in campus life. Over 66,000 alumni live in all 50 states and in 72 countries around the world. We seek individuals who embrace and value our EPPIIC values of exploration, public mission, professionalism, inclusion, integrity, and compassion.

Annual Salary: $34,621.00 plus comprehensive benefits starting on the first day of employment, including:

  • Health insurance - Low bi-weekly premium. Employees pay 5% of bi-weekly salary for benefit coverage with ability to pay 2.5% when participating in the wellness program.
  • Dental insurance - Coverage is free to employee and dependents after 90 days
  • Vision insurance - Coverage is free to employee and dependents after 90 days.
  • Group life insurance - equal to annual salary (up to $30,000.00) at no cost to the employee
  • Retirement - 2 plans to choose from
  • Tuition waiver - employee, spouse, and dependents are eligible
  • Vacation leave - up to 11 days accrued per year for first 3 years, increases to 19 days per year after 3 years
  • Sick leave - up to 11 days accrued per year, including up to 5 days per year that can be taken to care for a family member
  • Holiday leave - 12 days per calendar year

The State System Employee Benefits Summary can be found at

At Millersville University we are committed to fostering a learning and working environment that promotes the intersectionality of diversity to foster a climate of inclusion. Employing our EPPIIC values and the principles of Inclusive Excellence, we hold that an inclusive community is a core value that is an essential part of the foundation for our learning and working environment. Millersville University is an equal opportunity employer and, in compliance with federal and state laws and university policy, is committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity or gender expression. Individuals from traditionally underrepresented populations are encouraged to apply.

Required Qualifications
  • Six months as a clerical assistant 1 OR graduation from high school OR any equivalent combination of experience and training.
  • Experience performing moderately complex clerical activities with considerable independence.
  • Excellent oral, written, and interpersonal communication skills.
  • Proficiency in standard office technology, including Microsoft Office, Teams and Zoom.
  • Demonstrated ability to:
    • solve problems.
    • handle multiple complex tasks with accuracy and attention to detail.
    • maintain a professional demeanor in fast-paced work environment.
    • maintain confidentiality.
    • learn academic and office policies.
    • work independently.
    • change priorities with little to no notice.

  • Excellent customer service skills.
  • Flexibility, willingness, and ability to pursue and adopt new ideas, information, and technology, and process and summarize information.
  • Ability to work with faculty, staff and students of diverse cultures, racial and ethnic groups, and socioeconomic status.
  • Demonstrated support for diversity, equity, and inclusion.
  • Successful interview (Including Word and Excel tests)
  • Successful completion of three background checks.

Preferred Qualifications
  • Experience using SourcePoint system.
  • Experience working in arts administration in Higher Education.

Job Description
Administrative support to OVPA Managers
  • Maintain communication between the department, the University, and outside clients as needed (for items such as performer contract, facility use agreements, and gallery display agreements, etc.).
  • Provide support for educational outreach projects and events (such as school shows and masterclasses).
  • Works with OVPA Calendaring administration to ensure daily Event Sheets are available and provided to appropriate staff.
  • Coordinating logistics/needs for summer camps and conferences: taking place at both Ware/Winter Centers.
  • Working cooperatively with University departments and personnel, staff and student workers on OVPA events and initiatives.
  • Preparation of directional signs and coordinating logistical room uses and assignments.

Assisting in the preparation of reports, charts, summaries, and other documents
  • Assists the Director in preparation and maintenance of fiscal reports such as income, expenses, monthly budget, and Annual Reports for the department.
  • Assists Arts Communications Manager with compilation and monitoring of marketing and promotional expenses.
  • Assists the Assistant Director of Production and Facilities with monitoring rental estimates, facility use agreements, requests for COIs, and invoicing.

Fiscal Technician
  • Processes OVPA purchase requisitions and orders and invoices associated with them (such as artist payments)
  • Assists with management P-card receipt tracking and submission.
  • Process catalog orders in SourcePoint.
  • Enter check deposit slips and submission to Accounts Payable.
  • Support cash bar operations deposit slips, revenue processing, and submission to Accounts Payable.
  • Assist in tracking and logging daily and monthly parking vouchers and Lancaster Parking Authority invoices.

Student Employment
  • Assists in posting positions and setting up interviews for student employment in all areas of the department.
  • Maintains student employment time sheets.
  • Ensures student employees have required clearances and paperwork for employment with the University.

Arts Advisory Council
  • Maintain council member list and updates to contact information.
  • Send Meeting Notices, RSVP reminders, and agendas to Council for quarterly meetings.
  • Take Meeting Notes for post-meeting distribution and archive.

Campus and Community Outreach Administration
  • Administrative support for the organizing and management of monthly school show performances and free public events (such as First Fridays and On Screen/In Person documentary and panel discussion series.
  • Administrative support for Arts Smarts, M-Uth Theatre and other camp programs
  • Coordinating Accessibility services (ASL interpreter, closed captioning, read-descript) for performances and events.
  • Assisting in the compilation, collation, and distribution of Millersville University Curriculum Connections to faculty and students

All other duties as assigned.

Essential Functions
  • No or very limited physical effort required.
  • No or very limited exposure to physical risks.
  • Extensive writing skills (prepare and organize complex documents).
  • Extensive verbal communication skills (provide information and assistance regularly)
  • Understanding of written and verbal directions.
  • Basic math skills
  • Most work done at a desk, utilizing a computer and a mouse.
  • Work is normally performed in a typical interior/office work environment.
  • Ability to sit for long lengths of time.
  • Must be able to lift/pull/push up to 10 pounds.
  • Dexterity of hands and fingers to operate a computer keyboard and mouse.

To apply, please visit:


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