Administrative Assistant - Theatre
hace 5 días
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, catalogue material, order supplies, make travel arrangements and answer department-related questions;, • Handle correspondence, produce reports (including graphs and charts), presentations, and record 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) to schedule appointments, coordinate and maintain scheduled activities and ensure compliance with deadlines, • Utilize Google Suite and Microsoft Office for word processing, database and spreadsheet management, presentations and other software as applicable;, • Make travel arrangements and organize luncheons and events; ESSENTIAL DUTIES: • Assist with publications (print and digital) including the annual report, program brochures, newsletters, and marketing materials;, • Maintain academic department and production websites, • 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;, • 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 35% Answer telephones, take messages screen visitors, schedule appointments, maintain office calendar 30% Create, input and maintain spreadsheets, databases, correspondence and documents. 30% Perform administrative tasks such as monitoring the budget, coordinating meetings and functions, maintaining files and submit part-time and overload authorizations to payroll. 5% 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, copier and fax 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 insure 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 ERGONOMIC REQUIREMENTS: The functions of the position 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: Academic Year: • Manage the box office; train box office staff, front of house staff for all productions, ability to use and teach Vendini ticketing software, • Creation, implementation and daily accounting of box office ticket sales and receipts, including balancing of daily receipts and deposits with ticket sales;, • Process payroll forms for guest directors, designers and other temporary employees (musicians, guest artists, etc.), • Request and facilitate royalty payments, rentals and subsidiary rights for all productions, including Short Play Festival, • Oversee all social media posting and digital marketing creation for department and productions, • Serve as special liaison to the Friends of NU Theatre. Attend all Friends' meeting., • Assist with Annual Threatre gala planning and arrangements., • Provide Monthly Expense Reports with copies of Receipts, check requests, petty cash requests for the Treasurer of the Friends of NU Theatre., • Facilitate dates and times for releasing and locking automatic locks (theatre wing, theatre lobby doors); update through Student ID Services swipe access to automatic doors for all theatre students each semester, • Other production related support as needed by directors & designers; other duties as requested by Director of NU Theatre, Chair of the department of Theatre and Fine Arts, faculty, adjuncts, the Dean's office, parents, students, patrons, 30 Board members of Friends of NU Theatre, • Coordinate facilities maintenance in the Leary Theatre and the theatre offices., • Maintain Ad Astra entries and coordinate requests for theatre spaces, under supervision of the Director, • Schedule/Facilitate On School time performances, • Theatre Productions: serves as patron services manager as needed., • Share in responsibility of dispersing keys to faculty/students as necessary (stage management, designers, etc.) Summer (mid-May through August): • Complete the Friends of NU Theatre Gala Thank You letters (personalized with listing of what was donated and values for IRS) to several hundred donors & patrons, • Update mailing lists and coordinate mailing of NU Theatre's Annual Report newsletter and Annual Season Brochures. This requires updating Vendini patron list from the prior season., • Enter address changes from summer mailings., • Coordinate and schedule N.U.R.T. (Niagara University Repertory Theatre) during summer months., • Assist with Theatre for Young Audiences production & Niagara University Repertory Theatre (e.g. program creation, posters, distributing checks for NURT troupe etc.)., • Maintain petty cash, generate purchase orders, Blanket POs as needed in support of 2 summer productions (Niagara University Repertory Theatre, Theatre for Young Audiences main stage production), • Assist Artistic Director with ordering scripts, musical scores for fall semester productions. Maintain Music Library and order new books as needed, • Assist Artistic Director by generating contracts for guest theatre designers for season., • Assist with proofing the Season Brochure, create new season Fax form, "Season at a Glance" form, • Assist with Student Orientation days, including greeting students and families, facilitating advisement sessions, create files for incoming students, • Provide student/ family tours of theatre wing (scheduled and unannounced), • Respond to NU Departments and outside organizations requesting use of the, • Leary Theatre during summer., • Create donation letters for patrons/friends/donors who donate to costume shop, theatre, • Distribute season brochure and "Save the Date" cards to campus offices Job Posted by ApplicantPro