Senior Administrative Assistant, Performing Arts

Location
Boston
Posted
Jun 06, 2017
Institution Type
Four-Year Institution


Emerson College

Senior Administrative Assistant, Performing Arts

Description:
To provide point on communication, reporting and service within and on behalf of the Department of Performing Arts. Prepare department reports including the Title II data for the State Licensure of the Theatre Education program. Prepare and maintain accurate files on faculty, staff, students and Performing Arts courses to the Dean of the School of the Arts, Performing Arts Chair, faculty and staff and manage online records.
Organize and coordinate departmental events including overseeing guest artists.
Coordinate Performing Arts course registration and advising materials as well as assist in reviewing the course catalogue and guidebooks. Includes coordinating Applied Music Lessons, assisting the Dance Coordinator in Dance Techniques registration, assisting students and faculty with advising inquiries and collating requests for Major Changes within the Performing Arts department.Execute faculty searches.
Work week typically comprises of 40 36.25 hours in the office.
Departmental contact for space requests. Coordinate Performing Arts space requests with the Office of Arts for approximately 400 space requests per Academic Year including unsupported, supported, music lesson, recurring and venue space requests. Does not include Emerson Stage, Showcase, Public events or the regular course scheduling.
Internal online content manager. Maintain online department Canvas page for Faculty & Staff. Maintain internal department website for Students, Faculty & Staff. Create and launch external website to connect Students, Faculty & Staff to Alumni and Affiliated Theatre Organizations. Update the front-facing drupal website, as requested.
Assist in managing projects for student staff.
Manage the Performing Arts Student Mentorship Program.
This is a bargaining unit position. In this position, you will be exclusively represented by the Service Employees International Union, Local 888 for purposes of wages, hours and other terms and conditions of employment.

Campus Location: Boston Campus

Required Knowledge:
BA degree, or Associates degree with additional work experience Strong organizational skills and ability to multitask, prioritize, manage stressful situations, and handle confidential matters and records Strong interpersonal and communication skills, including good listening skills and the ability to sensitively/patiently handle upset faculty, students and/or parents Detail-oriented with excellent followthrough. Ability to research and analyze information, problems, situations, practices or procedures from a variety of resources in order to prepare reports, create procedures, make recommendations and identify and prepare appropriate communication. Prepare detailed reports. Update online websites in drupal, wordpress and canvas and social media.
Intermediate skill in Microsoft Applications especially Word and Excel. Beginner Proficiency in Google applications, Photoshop and Adobe Acrobat.
Adept in learning additional computer software (database programs, design software, calendar/scheduling programs, email programs, online web development, social media, etc.). Ability to work independently with minimal supervision.

Preferred/Desirable Knowledge:
Strong background or knowledge of the arts and arts administration specifically theatre. Skills in drupal and wordpress.

Required Prior Work Experience:
Prior office/administrative experience, which may include supporting staff, office management, and/or customer service.

Diversity Statement:
Emerson College believes diversity enriches the educational experience by providing students with the opportunity to learn from individuals who may have different backgrounds, experiences, and perspectives. Engagement with diversity in the curriculum, in our co-curricular offerings, and all other aspects of the College enhances the personal and intellectual growth of all members of our campus community. Emerson is committed to strengthening communities, including our workplace, by fostering the development of the intercultural competencies necessary for meaningful citizenship in an increasingly complex, pluralistic society.

Open Date:

Classification Title: Senior Support

Salary Grade: 14

Job Family: Support

Job Duties:
  • Provide point on communication, reporting and service within and on behalf of the Department of Performing Arts. Prepare department reports including the Title II data for the State Licensure of the Theatre Education program.
  • Managing daily electronic communication for the Department of Performing Arts, throughout the College and contact person for departments throughout the College as needed.
  • Registration and advising material preparation. Point of contact for registration issues in the Performing Arts department; organizing course Fall and Spring preregistration for the Boston, Los Angeles and the Netherlands campuses, executing registration accurately and in a timely manner, communicating with faculty advisors and students on courseloads. Working with the Banner system, faculty, undergraduate and graduate students and the Registrars to place registration permissions. Process approximately 1,000 permissions per Academic Year with an average of 40 additional requests which are either denied or rescinded. Daily communication with the Registrars, Academic Advising, Chair and faculty advisors on student issues and concerns. Liaison between the Registrars and Performing Arts faculty to maintain clear and uptodate information on registration policies and revisions. Assist the Director of Programming in course scheduling and planning. Assisting the Chair, Assistant Chair and Assistant Dean of Academic Affairs in processing student needs and issues on registration and nonregistration issues. Maintain accurate spreadsheets on student enrollment for requested semester for the department. Preside over approximately 1,200 course enrollments per Academic year.
  • Organize and coordinate departmental events. Organize and oversee faculty searches. Assist in managing student staff.
  • Point of contact for requesting spaces for the Performing Arts department through the Office of the Arts with approximately 400 space requests per Academic Year including unsupported, supported, music lesson, recurring multi-requests and venue space requests. Does not include Emerson Stage requests or regular course schedule. Advise faculty and staff on proper procedure for requests. Log requests and coordinate with Office of the Arts on the requests including follow-up. Point students toward their own procedure for making requests.
  • Internal online content manager. Maintain online department Canvas page for Faculty & Staff. Maintain internal department website for Students, Faculty & Staff. Create and launch external website to connect Students, Faculty & Staff to Alumni and Affiliated Theatre Organizations. Update the front-facing drupal website as requested. Manage users, maintain accurate and up-to-date information on procedures and announcements, oversee forms and data collected, oversee weekly newsletter generated from posts & events, approve submitted posts and events, manage social media in conjunction with sites and run reports on usage.
  • Manage the Performing Arts Student Mentorship Program. Manage the Performing Arts Student Mentorship Program: create guidelines for the program, review mentor applicants, match mentors to incoming students, plan and execute events including the PA Welcome Soiree during orientation attended by approximately 300 students and faculty, facilitate Facebook group and social media components, manage mentors and solicit feedback from incoming students.

    To apply, please visit: www.emerson.edu




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