Administrative Assistant, Theatre and Film Department - UAF College of Liberal Arts
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Job Number:524570
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Classification:Administrative Generalist 4
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Grade:Grade 77
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Work type:On Campus, Staff Full-time
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Administrative Unit:University of Alaska Fairbanks
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School/Business unit:UAF College of Liberal Arts
Location:Fairbanks
Categories: Administrative/Personnel, Business/Accounting/Finance, Office/Clerical
Position Summary:
The Theatre & Film Department is seeking an Administrative Assistant to oversee their day-to-day operations. UAF is the flagship campus of the University of Alaska system and America’s Arctic university, with a diverse student body and favorable student-faculty ratio. The Theatre and Film Department has approximately 50 majors, offering a BA in Film & Performing Arts with concentrations in Theatre and Film. The department is creatively active, producing mainstage productions and departmental films annually in the UAF Salisbury Theatre. There are three very active student clubs within the department and community performing arts groups often use the Salisbury Theatre for local productions and outside touring shows. To become part of the College of Liberal Arts Theatre & Film team, apply today!
Duties:
1-40%Office Management, Administrative, and Human Resources Support :
Reception & Point of Contact
First point of contact for persons contacting (phone calls, voicemails, emails) and visiting the CLA Theatre & Film Department as the main front desk contact for students, staff, faculty, and the general public.
Provide a positive public impression of the Department – assuring that a friendly, informative, and helpful attitude is directed toward all students, staff, faculty, and the general public.
Direct inquiries as appropriate, initiate correspondence, take appropriate action, and follow through. Respond to a variety of general questions; make appropriate referrals as needed.
Apprise the Department Chair and faculty of emerging issues.
Serve as a key liaison for the Department with other CLA departments/programs, the CLA Dean’s Office, UAF departments, students, staff, faculty, and the general public.
Administration and Office Management
Responsible for the day-to-day administrative operations of the Department.
Manage an unpredictable range of daily activities involving Department personnel, faculty, staff, students, and the general public, using discretion, analytical and problem-solving skills, and resourcefulness.
Provide front desk support through administrative tasks (e.g., answering phone, voicemails, and emails, scheduling appointments)
Manage extensive written, electronic, and oral communication for the Department (e.g., typing, filing, faxing, sorting, picking up and distributing mail, and copying/digitizing documents).
Create, monitor, maintain, and update as necessary all department directories and listservs to ensure proper and up-to-date information regarding programs, faculty, and staff.
Review, draft, and edit correspondence and documents as appropriate.
Assist Department Chair with maintaining multiple calendars, scheduling appointments, and managing the flow of documents requiring attention/review/signature.
Schedule and participate in department meetings, and as needed, prepare and disseminate meeting materials, and record and transcribe meeting proceedings for proper dissemination and archival.
Provide complex administrative support for Department personnel including special projects, report generation, and statistical gathering.
Track all assigned tasks and projects ensuring deadlines are met and necessary action occurs.
Coordinate with Facilities Services, University Police Department CSO, and other university agencies related to building access (issue building keys, swipe card access).
Submit facilities and OIT work orders as needed by departments, faculty or staff.
Responsible for all departmental keys (facilities, computers, safe, showcase, etc.) and department safe.
Serve as backup to other CLA departments needing administrative support as needed.
Participate in staff development and training sessions to maintain and further develop knowledge and skills pertaining to position and university practices/procedures.
Attend CLA Admin Assembly meetings as scheduled.
Human Resources Support:
Assist CLA’s HR Coordinator with hiring student workers, adjunct faculty, and graduate teaching and research assistants by submitting all the necessary hiring information via the appropriate Google forms.
Arrange for recruitment advertising in professional journals as needed in consultation with CLA HR Coordinator and the Department Chair.
Serve as a supervisor and timesheet approver for student assistants and temporary employees. May also supervise volunteers as needed during department events.
Provide support to new CLA employees for the department (e.g., ensuring access to email, phone, keys, and office space) in coordination with the CLA Executive Officer and/or CLA HR Coordinator.Essential
2-25%Budget Maintenance / Purchasing / Box Office Management:
Monitor, order, and maintain inventory of equipment and office supplies (e.g., computers, computer accessories, paper, toner, pens/pencils, project-related supplies, and other university-owned equipment).
Monitor Department budget via soft ledger. Prepare budget sheets for Department Chair and Department faculty on a monthly basis.
Prepare and complete all department purchasing via ProCard or requisition.
Use Procard and Reconcile statements via JPMorgan and ProCard Log (Google Excel Sheet).
Prepare and enter purchase requisitions in Banner.
Research items for purchase via Procard and Banner procurement process.
Prepare representational allowance requests where appropriate and Journal Vouchers (JVs) when necessary.
Responsible for deposits and petty cash reimbursements.
Manage and supervise the collection of payments for contracted agencies who rent the Salisbury Theatre. Apply invoice deposits to appropriate accounts.
Collect and track rental fees for space
Supervise and operate Box Office for the Theatre & Film Department, including coordinating volunteer ushers and handling ticket sales online and in person and the sale of promotional materials at department events on evenings/weekends.Essential
3-20%Academic Program Support:
Assist students with general academic program questions and provide appropriate referrals.
Process academic paperwork (e.g., petitions, change of grade, grade appeals)
Assisting with course scheduling using CourseLeaf (CLSS) (e.g., submitting course schedule additions and changes).
Submit course catalog changes as needed at the request of the CLA Dean and/or Department Chairs.
Coordinate department scholarships using Kaleidoscope and make necessary scholarship changes/adjustments per Department Chair instruction. Work with UAF Financial Aid Office to ensure scholarships are awarded to students.Essential
4-15%Public Information and Event Coordination Support:
Work with the CLA faculty and staff to prepare and execute special events, visits, and meetings (e.g., schedule planning meetings, and coordinate the use of facilities, services, catering, and equipment).
Promote department events and/or productions through a variety of media channels in coordination with CLA Public Information Officer (PIO)
Assist CLA’s Public Information Officer (PIO) as needed.
Help maintain CLA department websites in coordination with CLA PIO.
Serve as the first point of contact for all FRAME Film Production Services and theatre media inquiries, theatre patrons, and newcomers to the UAF Salisbury Theatre. Submit events to local area event calendars in coordination with CLA Public Information Officer.
Serve as primary contact for arranging scheduling of Salisbury Theatre and other department class and studio rooms with the department chair, students, technical director, director of operations, and other UAF or outside agencies to include providing tours, seating information, website address, paperwork processes, and drafting space usage agreements. Will also serve as backup for creating Salisbury Theatre space use agreements in coordination with the Department Chair and Technical Director. Enforce policies to facilitate the smooth usage of the space, box office, and human resources, with outside agencies and/or UAF departments.Essential
The Theatre & Film Department is seeking an Administrative Assistant to oversee their day-to-day operations. UAF is the flagship campus of the University of Alaska system and America’s Arctic university, with a diverse student body and favorable student-faculty ratio. The Theatre and Film Department has approximately 50 majors, offering a BA in Film & Performing Arts with concentrations in Theatre and Film. The department is creatively active, producing mainstage productions and departmental films annually in the UAF Salisbury Theatre. There are three very active student clubs within the department and community performing arts groups often use the Salisbury Theatre for local productions and outside touring shows. To become part of the College of Liberal Arts Theatre & Film team, apply today!
Required Education or Training:
High School diploma (or equivalent) and three years of progressively responsible office/administrative experience, or an equivalent combination of training and experience.
Knowledge / Skills / Abilities:
- Knowledge of program requirements, content, curriculum, UAF / UA BOR policies, and procedures.
- Knowledge of UA BOR regulations and policies regarding: purchasing, procurement, and recruitment/hiring of temporary and benefited employees (students, staff, and faculty).
- Experience using Microsoft Word, Excel, Google applications, Adobe or Foxit PDF Editor.
- Experience using or ability to learn Banner and knowledge of general accounting principles.
- Knowledge of the following programs preferred but not required: CourseLeaf (CLSS), 25Live Scheduling. The following programs are specific to the FLPA and/or Music Departments only - Vendini, TouchNet, UA Mall Site, ReachApp, InDesign, and Adobe Creative Suite.
- Superior organizational, time management, and interpersonal communication skills.
- Excellent public relations and diplomacy skills.
- Dependable, conscientious attendance and punctuality.
- Ability to prioritize workload; work under intermittent supervision to meet deadlines;
- Must remain flexible; interact positively with a wide variety of personalities; exhibit initiative, tact, discretion, and confidentiality; have a friendly and helpful approach to assisting students, faculty, and the public.
- Proficiency in operating various office machines and software, including scanners, fax machines, and copiers; an understanding of office management and procedures.
This is a full-time, 9-month, non-exempt staff position complete with both a competitive salary and full employee benefits package. New hires will be placed on the UA staff salary schedule, Grade 77, based on education and experience.
To ensure consideration, please submit the following documents as part of your application packet.
1. Cover Letter
2. Curriculum Vitae / Resume
3. Names of three professional references with phone and email contact information
Applications will be reviewed on a rolling basis until a successful candidate is identified. Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient and viable number of qualified candidates have been identified.
To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Miriam Stelges, CLA Dean's Office Coordinator, at mmstelges@alaska.edu or 907-474-7231.
Advertised: Alaskan Daylight Time
Applications close:
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