Administrative Assistant & Office Manager — Visual and Performing Arts
February 02, 2018
Earlham College invites applications for the position of Administrative Assistant II in the Visual and Performing Arts. This is a full-time, 52 weeks-per-year, hourly staff position with a benefit package. The starting pay rate is $12.82 per hour, with an increase to $12.97 per hour upon successful completion of 90-day introductory period. This position reports to the Convener of the Visual and Performing Arts.
This position provides support for approximately 21 tenure-track, part-time, adjunct and visiting faculty, and 11-15 private music instructors in the division, which comprises the departments of Art, Music and Theatre Arts. In addition, the successful candidate will oversee various operations within the Center for Visual and Performing Arts, help to organize events, and interface with students.
Primary Duties & Responsibilities
Divisional responsibilities and those involving all three departments:
- Order all office supplies for the division and individual departments.
- Take minutes at the weekly divisional meeting.
- Pay invoices for the division and individual departments and reconcile monthly credit card reports.
- Assist faculty with their respective departmental budgets (roughly 20 in all).
- Assist the divisional convener with divisional budgets.
- Distribute faculty and departmental mail.
- Ensure office equipment remains in good working order.
- Hire and supervise student workers.
- Field telephone calls and email inquiries.
- Receive, direct and assist visitors.
- Work closely with Marketing and Communications, Printing Services, Accounting, Admissions, Events, Facilities, Housekeeping and the Registrar’s Office.
- Run departmental and divisional errands as needed.
- Set up new hires with payroll, keys, parking passes, IDs.
- Assist with job searches, organizing and maintaining applications, and sending out acceptance and rejection letters, as well as coordinating on-campus visits (travel, lodging, appointment schedule).
- Set up receptions for various events.
- Assist with cash advances for travel of individuals and groups in the division.
- Assist with photocopying and scanning of documents.
- Assist with publicity of events, including uploading digitized posters to the monitors in the Center for Visual and Performing Arts.
- Arrange transportation for field trips.
- Research, request permission for, and pay royalty fees for copyrighted works.
- Finalize all budgets at the end of every academic year.
- Assist with travel arrangements and payment of visiting artists and lecturers.
- Submit work orders for other Earlham departments (such as facilities and housekeeping).
- Coordinate and post room assignments and faculty schedules in the Center for the Visual and Performing Arts at the beginning of each semester.
- Communicate with Public Safety about key-card access for students.
- Perform other tasks as needed.
Responsibilities to the Art Department:
- Assist with the ordering of some supplies and/or equipment.
- Pay invoices, make deposits, and obtain cash advances and reimbursements.
- Occasionally assist faculty with travel arrangements to conferences.
- Order postcards for senior art shows.
- Assist with maintaining mailing list and sending out announcements.
- Oversee the sale of art works (by visiting artists, faculty and students), including for fundraisers.
Responsibilities to the Music Department:
- Order sheet music from suppliers.
- Schedule practice rooms for applied instructors and students.
- Coordinate lesson times for private lessons.
- Submit payment requests for teaching and travel reimbursements of private instructors as well as choral accompanists.
- Coordinate scheduling and payment of piano technician.
- Assist with mailing lists and mail merges for announcements of special events.
- Solicit, organize and keep records of applications for private lesson scholarships.
- Compile lists of private lesson students and compute fees, in coordination with the offices of financial aid, accounting and the registrar.
- Assist with the bi-annual choral tours.
- Handle 25-Live arrangements for roughly 10 brown-bag concerts a semester, as well as other departmental concerts and recitals.
- Coordinate arrangements for bi-annual performances at Civic Hall (off campus).
- Maintain records of loans to students of school-owned instruments.
- Assist with the purchase and repair of departmental instruments and equipment.
- Format, print and duplicate concert programs.
- Set up choir retreats.
- Assist with signing out departmental audio-visual equipment to students and faculty.
Responsibilities to the Theatre Arts Department:
- Order supplies for classes and theatre productions.
- Order copies of plays, pay invoices, obtain cash advances, process reimbursements.
- Set up receptions for opening performances (2-3 per semester).
- Assist with formatting, printing and duplicating programs.
Experience & Qualifications
- A high school diploma or GED certificate, and a minimum of five years of clerical experience is required; an associate degree and eight-plus years of experience is preferred.
- Strong computer skills, including the ability to operate spreadsheet and word processing programs.
- Effective and professional verbal, written and listening communications skills.
- Willingness to consult whenever necessary while exercising the ability to work independently.
- Attention to detail with a high level of accuracy.
- Effective organizational skills.
- Ability to multitask and to work with frequent interruptions.
- Excellent interpersonal skills, including patience.
- Strong analytical and problem-solving skills.
- Willingness to learn new computer programs for skills development as requested.
- Experience in arts management, or an interest in the arts.
- Positive, flexible, diplomatic and effective work style.
- Ability to work effectively under pressure, solve problems and adjust quickly to changing situations while maintaining a positive attitude.
Please send a letter of interest; a resume; and the name, position title, email address and phone number of three professional references in a single PDF or MS Word file to:
Human Resources Office
801 National Road West
Richmond, IN 47374-4095
The review of applications will begin immediately and continue until the position is filled.
Application Form for Hourly Staff Positions
Earlham College is an Equal Opportunity Employer that seeks applications from candidates who contribute to diversity in terms of race, ethnicity, age, religious affiliation, gender, sexual orientation, gender identity, disability, and veteran status, among other distinctions and contributions. As a College with a Quaker identity, Earlham also is eager to solicit applications from members of the Religious Society of Friends (Quakers).