Production Administrative Assistant, Limited-Term and Part-Time

Posting Details

Position Information

Position Title

Production Administrative Assistant, Limited-Term and Part-Time

Position Type

Limited-Term

Job Number

SA2772122

Full or Part Time

Part Time

Employee Status

Limited Term

Posting Date

Position Summary Information

Job Description Summary

The Production Administrative Assistant will provide administrative support for the entirety of the production department of the College of Performing Arts, including, but not limited to taking and filing meeting minutes, being involved with scheduling productions and production-related activities, providing administrative support to the Assistant Director of Artistic Operations and Production Manager to ensure that all production administrative functions are met. The bulk of the position will be processing contracts, and financial documents, confirming goods and services are received and paid for promptly within Chapman University policies, and tracked accordingly to find information quickly. Other duties will be assigned as necessary.
This position is a 1-year limited-term part-time position that works up to 20 hours a week for 12 months.

Responsibilities

Administrative:

• Maintain all Production Department files and paperwork, including show files, meeting minutes, financial files, personnel information, and contracts.
• Generates and manages all designer Independent Contractor Agreements as a liaison to various campus entities from start to finish, including ensuring all payments are made promptly.
• Communicates on our behalf with Risk and Legal regarding Terms and Conditions, Contracts, etc.
• Oversee the process of contracting speakers and guest performers for production-related needs.
• Maintain employee contact information and emergency contact sheets.
• Assist the Production Manager and Assistant Director of Artistic Operations with various complex scheduling and calendaring tasks.
• Assist Production Manager and Assistant Director of Artistic Operations with hiring part-time temporary and student employees using appropriate software systems.
• Maintain an organized and easy-to-find complex filing system within various software programs.
• Will be responsible for starting, negotiating, and re-negotiating all rights for the production department and ensuring payments are accurately processed and rights information is logged appropriately and shared with all necessary constituents.
• Attend CoPA administrative staff meetings and training sessions.
• Handles all paperwork regarding vehicle registration
• Responsible for processing and following through on-campus facilities work orders and requests for cleaning.
• Places Office Solutions orders for Production Staff
• May occasionally need to support free and on-campus events or festivals for the Hall-Musco Conservatory with the guidance of the Assistant Director of Artistic Operations

Financial:

• Work with the Operations Administrator to ensure that all purchases are handled according to fiscal policy, keeping accurate logs, and using appropriate coding for all production department purchases.
• Processing all Production Manager approved purchase requisitions, purchase orders, reimbursements, receiving and logging all invoices to ensure payment, and maintaining a record of all purchases for the Department of Production for four departments: Dance, Theatre, Opera, and Music Production.
• Working closely with the PM and Operations Administrator to monitor the production budgets and notify both of any areas where funding may have shortfalls.
• Work with the Assistant Director of Artistic Operations on all music-related productions, including creating budgets, processing expenses, and ensuring class codes are in place.
• Assist production staff with processing and reconciling all purchasing card transactions monthly and logging and filing that information accordingly.
• Process and reconcile all cash advances and reimbursements for Production Department.
• Must review reports regularly and work with the Operations Administrator to ensure all class coding is correct and that production budgets are on target.
• Additional duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified.
• Demonstrated customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the university community.
• Strong written communication skills to prepare clear and concise directions.
• Strong problem-solving and analytical skills, including formulating and communicating logical conclusions and recommendations.
• Strong oral communication skills to convey accurate information tactfully and diplomatically.
• Ability to use standard office equipment.
• Technical skills to learn and use enterprise systems related to this position.
• Analytical skills to identify system issues or errors and assist with troubleshooting.
• Ability to learn and interpret university and department policies and procedures.
• Ability to work effectively as a member of a team, exercise initiative, and work independently.

Desired Qualifications

• Knowledge of Chapman University policies and procedures
• Experience in performing arts
• Experience working with production staff and their changing needs
• Experience using PeopleSoft software
• Ability to learn quickly and use multiple technical programs
• Ability to perform accurate and efficient data entry into various types of software.
• Ability to work well in a fast-paced, priority changing environment

Special Instructions to Applicants

The position is a limited-term (one-year) part-time position that works 20 hours a week
May need to work some evenings and weekends occasionally

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

1. * Please list the software tools you've used in your past jobs for writing, collaboration, workflow creation, database, web, reporting, CRM, ERP, and financial systems.
   
   (Open Ended Question)
   
   
2. * Do you have experience working in or with the performing arts?
   • Yes
   • No

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3