Job location: Winston Salem, NC

Employment Type: Full-time
Posted data: 2021-07-22
Req: R0003589
Please note:

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• Internal candidates must apply via the internal career portal. Do not proceed with your application from this website.
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** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Performs a variety of duties including organizing and coordinating all administrative functions in assisting the Department Chair and faculty in carrying out their duties and responsibilities. Performs complex secretarial, bookkeeping, and administrative duties in a multi-faceted department that contains both academic and performance production units. Works under supervision for the Chair of the Department, and supports the Director of the Dance Program, the Director of the University Theatre.

Job Description

Essential Functions:

• Reconcile budgets for 3 departments/programs and 12 grant/endowment/restricted funds using Workday reports.
• Process pcard receipts and monthly reports in Workday for 20 faculty/staff pcard users, assigning multiple department and fund codes plus other funding from outside the department such as Archie or Center grants.
• Process check/cash deposits, expense vouchers, travel reimbursement, additional compensation, and student disbursement forms for faculty, staff, students, guest artists, and accompanists for compensation or reimbursement.
• Maintains and analyzes all departmental funds; tracks and monitors expenses; reconciles general ledger on a monthly basis and submits journal entries as needed.
• Process biweekly and student payroll paperwork through Workday for 3 areas of University Theatre, 2 areas of Dance Program, and Department office. Hires accompanist. Serve as proxy for up to 30 individual students and staff. Monitor payroll budgeting.
• Update and retain digital and paper filing system for all expense and budget related items.
• Principle contact with the Work Study Office, oversees job descriptions and hiring.
• Manages student employee hiring process.
• Assist Departmental Staff Assistant and Student Assistants with interpretation and scheduling of their duties
• Maintain scheduling of five performance-related spaces for departmental, on-campus, and off-campus groups on a 12 month basis, including Summer Conference events. Serve as the contact person for requests to use the performance spaces by external groups.
• Manages classroom usage through EMS (room scheduling system) and assists with maintaining classroom space and technology.
• Schedule events in common areas of building shared by Music and Art Departments using using EMS and DeaconSpace.
• Maintain Card Reader Access permissions for multiple doors in Scales Fine Arts Center through Deacon OneCard office.
• Oversee implementation, scheduling, and completion of capital funding projects.
• Research and obtain performance rights & permissions and scripts for 4 Subscription Series and multiple Studio Series productions annually.
• Arrange receptions for 4 theatre and 2 dance productions annually plus additional events related to guest artists and special workshops.
• Implement end of year award process including distribution and tallying of ballots for over 100 participants. Prepare corresponding awards and certificates for both Dance Company and University Theatre banquets.
• Assists with major/minor declaration process and student registration.
• Assists in planning, coordinating, and promoting departmental events, meetings, and activities.
• Take minutes of Departmental Meetings and distribute and archive minutes.
• Compiles changes to the University Bulletin
• Arrange transportation, housing, and meals for guest artists, lecturers, faculty/staff candidates.
• Assist Department Chair with recruitment process and scheduling of interviews for new tenure track and visiting faculty and for replacement staff through Dean’s Office and Human Resources.
• Complete conference registration, airline reservations, hotel reservations, and meal reimbursements for annual conferences of discipline specific professional organizations NCTC, SETC, USITT, and NDEAfor multiple faculty, staff, and students.
• Responds to administrative needs of faculty members.
• Assists with all processes related to faculty (e.g. recruitment/on-boarding, leaves, fellowships, tenure and promotion, exits.)
• Interpret Departmental and University policies and procedures and provide authoritative answers to queries from faculty, staff, students, and other interested parties.
• As the Department’s representative on the Business Administrators Forum, attend meetings to keep informed of University policies on handling all financial transactions and disseminate that information as needed to the department.
• Acts as Departmental Property Administrator (DPA) and maintains log of fixed assets within the department.
• Serves as the primary administrative liaison between the department and all other units on campus.

Required Education, Knowledge, Skills, Abilities:

• Some college level business related courses and progressive administrative/office management experience.
• General knowledge of office management procedures and techniques.
• General knowledge of WFU budget system and financial and accounting procedures.
• Ability to demonstrate effective communication skills both verbally and in writing.
• Proficiency in Microsoft Office including Word, Excel, Internet, PowerPoint, Cognos, database programs, and other software.
• Ability to operate peripheral office equipment (e.g. digital camera, scanner).
• Ability to maintain confidentiality of records and information.
• Ability to organize office workflow and prioritize work assignments.
• Accuracy and attention to detail.
• Ability to interact with faculty, staff, and administrators with diverse backgrounds.
• Ability to work occasional evenings and weekends as required.
• Ability to update skills on a continual basis.

Preferred Education, Knowledge, Skills, Abilities:

• Bachelor’s degree with five years of related experience or an equivalent combination of education and experience.

Accountabilities:

Works under limited supervision. Reports directly to the Chair. Pro-Active in seeking out tasks and assignments. Commitment to position and the mission of the Department and the University.

Additional Job Description

* This position is Full-Time - 30 hours per week / 1,560 annual hours

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.