Administrative Associate

Summary

Position Title

Administrative Associate

Department

Stein College of Fine Arts & Humanities

Position Reports to (Position Title)

Stein College Department Chairs

Effective Date

July 1, 2023

Status

Full Time/Non-Exempt

Job Summary

Provides administrative support to the academic units of the college: School of Art & Design (Departments: Media Arts, Visual Arts), School of Humanities (Departments: Literature, Language & Culture; Philosophy), and School of Performing Arts (Departments: Dance; Music; Theatre). 

 

Supervisory Responsibilities

None

Duties/Responsibilities

Finance

• Generate and process purchase orders, check requests and expense reports
• Assist Department Chairs in maintaining unit operating budgets

Operations

• Assist Department Chairs with course scheduling
• Assist Department Chairs with Audition/Portfolio Review materials as requested
• In collaboration with the Marketing & Communications Coordinator, assist with production of concert/event programs and media
• Coordinate faculty search campus visits, accommodations, and travel
• Coordinate conference registrations, accommodations, and travel as requested
• Coordinate guest artists including contracts, payment, accommodations, and travel
• Provide general administrative support to Department Chairs, including calendar and scheduling of meetings as requested
• Submit work orders, including facilities, key requests, and facilities access requests

Personnel

• Process adjunct faculty contracts
• Process full-time and adjunct faculty payroll and overload stipends
• Prepare faculty new hire paperwork 

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent time management skills.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Proficient with Microsoft Office Suite or related software.

Education, Certificates, Licenses, & Experience

• High School Diploma or Equivalent
• Previous administrative/office/customer service experience 

Physical Requirements

Examples:

• Must be able to lift and carry equipment and supplies weighing up to 20 pounds.
• Must be able to bend, stoop, and reach.
• Manual dexterity to efficiently operate a computer keyboard and other business machines.
• Adequate hearing to communicate effectively in person and by phone.

Important Note

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Interested applicants are asked to submit a copy of their resume, cover letter, list of references along with a completed JU Application to Tim Snyder  at tsnyder2@ju.edu.