Administrative Specialist, Music and Theatre

Washburn University
Kansas, United States
Salary Not Specified
Posted Date
Mar 22, 2022

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Position Type
Faculty Positions, Arts, Music, Performing Arts, Administrative, Academic Affairs, Arts Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time

Position Details

Position Information

Position Title

Administrative Specialist, Music and Theatre

Position Number


Position Summary

This Administrative Specialist is assigned to perform administrative duties in support of the Music and Theatre Departments, but in the future could be assigned to different or additional departments depending on the needs of the College or University. Engages daily with the public, faculty, and University staff to share information, coordinate activities, and communicate departmental developments. Assists with Music and Theater department events and performances that feature local, regional, national and international artists. This position is key to the effective functioning and reputation of the Music and Theater Departments and Washburn University. The Administrative Specialist is responsible for exercising sound judgment and demonstrates flexibility, problem-solving skills, and professionalism during interactions with faculty, staff, students, and the public.

Essential Job Functions of Position

Support the general administrative functions of the Music and Theatre Departments to ensure efficient operation of the office, including but not limited to the following job functions.

Serve as the office receptionist answering phones, relaying messages, greeting/referring/assisting students, visitors, customers, staff, and faculty, providing directions, and answering questions to assist with each contact’s specific needs. Notify Department Chair(s) of urgent correspondence to facilitate prompt communication in priority matters. In addition, provide information to prospective students about department offerings and University resources and make appropriate referrals as needed.

Enter semester class schedules using the appropriate system to compile the course schedule. Amend class schedule as directed. Maintain waitlists for courses and facilitate student enrollments.

Create, update, and maintain various confidential electronic records, including student and graduate records, to monitor and facilitate student progress, enrollment and use as a resource for tracking, documenting, and reporting department activities. Manage the departmental electronic events calendar. Notify web specialists of needed departmental updates.

Use appropriate software to produce letters, memos, and email messages and complete and submit forms, to facilitate department correspondence and communication. In addition, generate fliers and other print media to support department and faculty activities.

Using the appropriate software system to create, submit and track purchase orders and payment requests to order equipment and supplies as directed or needed and initiate prompt payment for completed orders. Maintain accounting records for all financial transactions and expendable funds.

Assist Department Chair(s) with tracking and managing the operating expenses budget, endowed funds, and scholarships. Monitor account balances and expenditures.

Assist with planning departmental events and activities; support Department faculty, performers/performing groups, custodial staff, and technicians in coordinating the set-up of music and theatre events. Work with external organizations as directed (e.g., Topeka Symphony, Topeka Civic Theatre). Maintain an electronic calendar of scheduled events, rehearsals, and performances requiring the use of facilities and classroom spaces. Work with adjunct faculty to establish schedules for applied studios and lessons.

Manage contracts and payments for contractors involved in events (photographers, videographers, and other professionals). Secure contracts for show rights.

Select student workers and tutors to ensure the best fit with department positions. Train student workers to perform assigned duties, monitoring performance to ensure timely completion of assignments in a manner that meets department standards. Submit approved timesheets for payroll processing.

Maintain a supply of office materials for use by department staff, monitoring use and ordering replacement supplies to ensure availability of supplies as needed. Contact vendors to obtain prices for needed materials, identify the lowest cost available or resolve issues that may prevent prompt delivery.

Photocopy and print materials as needed for departmental operations. Create and submit requests for printing and copying services and work with the provider(s) to coordinate pick-up or delivery of completed materials.

Monitor equipment and facilities to identify service and repair needs. Contact appropriate campus department or contracted service providers to order and arrange for prompt repair.

Pick up, sort, and distribute department mail.

Establish, update, and maintain student and graduate records to monitor and facilitate student progress.

Assist department chair(s) with data reports. Establish and maintain confidential student and departmental records to use as a resource for tracking, documenting, and reporting department activities.

Attend departmental meetings and take minutes.

Communicate regularly with the Office Coordinator and attend staff meetings. Under the direction of the Office Coordinator, participate in professional development, training, and process improvement initiatives in collaboration with other College of Arts & Sciences staff.

Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

High school diploma, GED, or equivalent. One year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience.

Preferred: College degree. Previous related experience in a higher education environment. Experience with organization(s) involved in music or theatre training or production.

Knowledge, Skills & Abilities

~Proven record of effective organizational, communication, and problem-solving skills with the demonstrated ability to manage multiple tasks with effective attention to detail.
~Demonstrated effective interpersonal and customer service skills, professionalism, discretion, and the capacity to appropriately handle sensitive and confidential information.
~Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn new software systems.
~A commitment to equal opportunity and working with diverse populations.
Preferred: Proficiency in Adobe software and social media platforms (Facebook, Instagram, etc.)

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority


Special Instructions to Applicant
  • This position offers the flexibility to arrange a hybrid remote and on-campus work schedule.
  • Application review is immediate and ongoing until the position is filled.
  • The interview process may require completing skills assessments to determine proficiency in the software and skills needed to perform the position’s essential functions. If additional testing is required, the information will be provided to candidates selected for interviews.
Advertised Pay

$13.25 per hour with potential for a higher entry rate commensurate with experience

Work Schedule

Regular Business Hours

  • After completing one year of service in a benefits-eligible position, the University will contribute an amount equal to 10% of base pay into an employee’s defined contribution plan with TIAA .
  • After one year of continuous employment, eligible employees may officially enroll in University courses for credit or audit without having to pay applicable tuition and fees. Law School Courses excluded.
  • For an overview of the excellent benefits package, Washburn provides employees visit Washburn benefits.

Full Time

Average Hours per Week


Months per Year






EEO Statement

Washburn is an EOE and is dedicated to providing a student-centered and teaching-focused academic and work environment. We seek candidates who are committed to Washburn’s efforts to create a campus climate that fosters the growth and development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented and/or marginalized in higher education.

Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Detail Information

Posting Number


Background Check Required?


Driving History Checked?


Drug Screen Required?


Anticipated Start Date

Position End Date (if temporary)

For earliest consideration apply by

Posting Close Date

Open Until Filled?


Quick Link for Direct Access to Posting
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have one year of full-time equivalent work experience or relevant education or a combination of relevant education and experience equal to one year of full-time work experience?
    • Yes
    • No
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

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