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Administrative Assistant for Music and Theatre, Dance & Digital Film Departments

Utah Tech University
Utah, United States
Salary Not Specified
Posted Date
Jun 6, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Arts Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Position Announcement

Provide administrative support to the Music and Theatre, Dance & Digital Film department chairs, program coordinators/directors, department faculty, and support staff within the College of the Arts. Supervise part-time department staff and coordinate part-time payroll transactions within the departments, as well as serving as the office manager and receptionist for the Eccles Fine Art Center. Additional information about the departments and program offerings can be found online at , , , and .

  • Provide administrative support to the Music and Theatre Arts, Dance & Digital Film Department Chairs, program coordinators/directors, department faculty, and support staff within the College of the Arts. This includes:
    • Preparing and tracking purchase requisitions, travel authorizations, and other University forms and processes.
    • Records management.
    • Set-up, organizing, recording, and distributing minutes from department meetings.
  • Greet the public and visitors to the Eccles Fine Arts Center offices, answer phones, take messages, distribute mail, and direct students/visitors to the appropriate areas/offices on campus. Maintain proficiency in use of University database systems, such as Banner, Argos Reporting, Event Management Software/Systems, Personnel Action Forms, InDesign, etc.
  • Maintain and oversee equipment and supplies for department(s), including troubleshooting copier/printer and computer problems. Submit work orders and key requests as needed.
  • Oversee payroll processing from initial paperwork to timely submission of hours worked for various P/T personnel, to include marching band students, staff accompanists, music recording technicians, file cage workers, etc.
  • Facilitate purchasing card reconciliation for departments, including receiving receipts daily, reconciling and entering charges, and submitting monthly statement (with receipts) of each cardholder to chair/dean for approval.
  • Request reservations for faculty, students, departmental, and special events using EMS software program, coordinating continually with the Central Scheduling office personnel. Assist in processing event sponsorship forms for various sponsored events. In conjunction with the Assistant Dean, maintain and deconflict the current academic year (plus three years out) with the College of the Arts (COTA) Calendar of Events. Enter events from this calendar into EMS following guidelines provide from Central Scheduling.
  • Provide guidance to faculty on classroom door schedules and syllabus requirements. Create door schedules for each semester, once finalized; collect all syllabi for each semester and upload by department into the University repository.
  • Prepare Music Department programs for all concerts and recitals. Post program content on YouTube for livestream audience. Forward PDF files of all programs to ASCAP at the end of each semester.
  • Oversee the general appearance of the Eccles to ensure a clean, professional appearance by taking care of items left from building use, submitting work orders to repair normal wear and tear, keeping bulletin boards current, and create content updates with IT for the Eccles lobby TV monitors, displaying announcements and current events.
  • Maintain COTA deposit information, including received payments for various items (choir dresses, accompanist fees), preparing deposits according to Business Services guidelines, and submitting receipts quarterly to COTA accountant for reconciliation.
  • Perform other duties as assigned.
  • High school diploma/GED with some college coursework and/or a post-secondary certificate required; Associates or Bachelor's degree preferred.
  • Two years' office experience required; experience working in higher education preferred.
  • Ability to establish and maintain effective working relations with staff, faculty, students, and community members.
  • Ability to communicate effectively, both orally and in writing.
  • Good working knowledge of financial recordkeeping and administrative support procedures.
  • Ability to organize, prioritize, and coordinate multiple tasks simultaneously with faculty, staff, and students, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
  • Knowledge of professional office practices, procedures, and equipment including office machines, inventory, and ordering supplies.
  • Good working knowledge of computer software such as Word, PowerPoint, Excel, Desktop Publishing, internet, basic website maintenance, and email; knowledge of University operating systems such as Banner, Argos, EMS software, etc. preferred.
  • Ability to appropriately represent the University and department in exercising good human relations skills.
Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time classified staff (overtime-eligible) position. Annual salary of $32,000, with a desired start date of August 16, 2022. Excellent benefits package included that begins on start date; includes medical, dental, vision, employee assistance and wellness programs, life, disability, retirement, undergraduate tuition waivers for employees and eligible dependents, as well as paid holidays in addition to sick and vacation leave accruals. See under 'Benefits Summary' for more details.

ELECTRONIC APPLICATION PROCEDURES: Application review begins June 22, 2022 ; position open until filled. Submit application materials (including resume contents and contact information for three professional references) and upload cover letter electronically. If, because of a disability, you need special services or facilities in order to apply for this opening, please call the Human Resources Office at (435) 652-7520.

ABOUT THE UNIVERSITY: Utah Tech University is an open, inclusive, comprehensive, polytechnic institution, committed to exceptional student learning and success that has adopted an instructional approach of 'active learning. active life' and a culture of innovation and entrepreneurship. We seek faculty and staff committed to creating an active, applied and career-oriented learning environment that is student-centered. Established in 1911 as a community college and in 2013 as a state university, our university is located in picturesque southwestern Utah with its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities. The nearest metropolitan area is Las Vegas, NV (120 miles), with amenities such as an international airport and professional sporting teams. Click here to learn more about the University.

Utah Tech University is a fast-growing Utah public institution of higher education, with more than 12,000 students. We offer over 230 programs, including masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. We seek to recruit and retain diverse and ambitious faculty and staff who bring new ideas, possess values and career aspirations aligned with the mission and vision, and are inspired to build a premier open, inclusive, comprehensive, polytechnic university. Utah Tech University is an Equal Opportunity / Affirmative Action employer; the President and employees of the University are fully committed to Affirmative Action and within its programs and activities, including in admissions and employment. Utah Tech does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or the University’s non-discrimination policies:
For further information regarding non-discrimination, please visit or contact:
  • U.S. Department of Education, Office of Assistant Secretary for Civil Rights, , 800-421-3481.
  • U.S. Department of Education, Denver Regional Office, , 303-844-5695.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification.

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