Administrative Assistant - Theatre
2 days ago
Varsity Village
Job Description Niagara University is a liberal arts university, steeped in the Vincentian and Catholic traditions, with a total enrollment of nearly 4,300 students. Located just a few miles away from one of the world's premier tourism destinations, Niagara Falls, the university occupies a lovely campus overlooking the Niagara River gorge. Its close proximity to major cultural and business centers in Niagara Falls, Buffalo, and Toronto as well as the award-winning Niagara Wine Trail and several nearby cultural destinations make Niagara University an ideal place to work and live. If you'd like to know more, be sure to check out all of the NU Facts. JOB SUMMARY: Under general supervision, the Administrative Assistant will assist with the administrative support to accommodate the needs of the office as well as provide secretarial assistance and coordination of functions and activities. ESSENTIAL DUTIES: • Answer telephones, take messages, schedule appointments and greet visitors;, • Perform general office procedures, catalog material, order supplies, make travel arrangements and answer department-related questions;, • Handle correspondence, produce reports, presentations, and record/distribute minutes of meetings;, • Receive and distribute mail, and handle both internal and external campus mailings;, • Monitor the budget and report irregularities to supervisor;, • Maintain calendar(s) and noticeboard to schedule appointments, coordinate and maintain scheduled activities and ensure compliance with deadlines., • Utilize Microsoft Office, GSuite, and other software applications as needed, for word processing, presentations, and database and spreadsheet management;, • Make travel arrangements and organize luncheons and events;, • Assist with publications including the annual report, program brochures, newsletters, and marketing materials;, • Maintain inventory of office supplies;, • Maintain records ensuring completeness and accuracy;, • Schedule and coordinate meetings, events and orientations as needed;, • Respond to all concerns and inquiries when supervisor is unavailable;, • Supervise work-study students;, • Submit part-time and overload faculty payroll to the payroll department for processing;, • Prepare budget revisions check requests, purchase orders, travel authorizations investigate budget changes and payroll vouchers for reimbursement;, • Maintain confidentiality of information (including but not limited to: student personal information, student grades, employee personal information, etc.), both during and after their employment with the University. Any question regarding the confidentiality of material, should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment;, • Perform other duties as assigned. GENERAL DESCRIPTION: % of Time 5% Answer telephones, take messages, screen visitors, schedule appointments, maintain office calendar. 35% Create, input and maintain spreadsheets, databases, virtual noticeboard, student and employee files, correspondence and documents. 50% Perform administrative tasks such as schedule course listings, register students, coordinate programs and press releases, monitor the budget, coordinate meetings and functions, maintain files, and submit part-time and overload authorizations to payroll. 10% Supervise student aides and other clerical tasks. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: • Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information., • Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work., • Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, and copy machine., • Ability to receive telephone calls, respond to inquiries and effectively communicate with others., • Computer literate, including Microsoft Office, and ability to learn new computer software programs., • Excellent organizational skills with attention to details., • Ability to perform all essential job functions accurately with minimal direct supervision., • Ability to display sound judgment to ensure timely processing and completion of assigned tasks., • Ability to plan and coordinate activities., • Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances. ERGONOMIC REQUIREMENTS: The functions of the position are usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others. QUALIFICATION STANDARDS: • High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities., • A minimum of five years of experience performing similar tasks is required. ADDITIONAL DEPARTMENTAL ASSIGNMENTS: • Assist with scheduling of department semesterly course listings and annual registration of incoming freshmen;, • Tabulate student class evaluations for tenured and tenure-track faculty;, • Coordinate sign up for auditions;, • Update advisor information on Colleague;, • Maintain media files and update relevant mailing lists;, • Create and distribute season and production press releases;, • Assist with editing and coordination of the department Newsletter;, • Maintain and update biobook for show programs;, • Design and coordinate printing of production programs;, • Update department contact lists;, • Create, collect and organize audition materials semesterly;, • Schedule tuning/maintenance of pianos;, • Maintain and create all CORR forms each semester for existing and new courses., • Make catalog file changes., • Update CORR form revisions when necessary., • Supervise facilities maintenance in the Leary Theatre, the Understudy, theatre offices, practice rooms, dance studios, costume and scene shops;, • Coordinate all student course confidential records (withdrawal, curriculum cards, etc.), • Assist with planning and arrangements of annual theatre Gala;, • Assist with mailings and communication for the alumni board (Friends of NU Theatre);, • Distribute/track keys to faculty/student as necessary (stage management, designers, etc.);, • Assist with Student Orientation days, including greeting students and families, facilitating advisement sessions, create files for incoming students;, • Maintain recruitment materials and help with scheduling shadows, travel, etc., • Assist with proofing the Season Brochure and "Season at a Glance" form;, • Provide student/ family tours of theatre wing (scheduled and unannounced);, • Assist in creating the grid schedules for all performance majors, • Assist in managing freshmen placement and registration, • Serve as backup to Administrative Assistant for Theatre Director. 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