Program Assistant

1 month ago

Boston, Massachusetts, United States tapwage Full time

Job Description:


Under the direction of the Director, Performance Division Programs, the Program Assistant is responsible for supporting assigned Performance Division Chairs, Faculty, Staff, and Students.

The Program Assistant is responsible for handling administrative requests and assisting with academic and programmatic activities so that resources are utilized efficiently and the Performance Division team can successfully manage classes and programs to ensure student success.


Provides administrative, budget, and logistics support to the Dean and assigned departments of the Performance Division, as well as programs housed within the Division including but not limited to the Effortless Mastery Institute and Berklee Theater Arts Collaborative.

This position manages the calendar for the PPD Dean, manual class registrations, PPD scholarship assignments, and provides administrative and academic support for assigned PPD Departments, including the Brass, Woodwind, and String Departments.

This position connects programs and departments to appropriate resources within the college, and provides overall support to the PPD Dean, faculty, staff, and students across day-to-day financial, academic, logistic, and administrative needs.


ADMINISTRATIVE

  • Manages overall office needs ensuring an efficient and effective space for faculty, staff, and PPD team by providing information and directing questions to appropriate sources, assisting with room reservations, overseeing the Dean's appointment schedule, coordinating candidate materials for searches in collaboration with Human Resources, ensuring that documents signed by the Dean are forwarded to the proper destinations in a timely manner, providing excellent interpersonal skills for greeting visitors working in and considering the college.
  • Crossdivisional collaboration with program administrators, coordinators and directors in other programs and divisions throughout the college.
  • Collaborates with Concert Operations and other offices to efficiently program Musical Theatre performances, and assists Musical Theatre faculty in course registrations and logistics and monitoring budget as needed. Advises student musical theater clubs on logistics and college processes as needed.
  • Collaborates with Concert Operations and other offices to efficiently program Effortless Mastery Institute events and performances, and assists Effortless Mastery faculty in course registrations and logistics and monitoring budget as needed.
  • Supports PPD Deans and staff as well as the PPD departmental chairs in maintaining student records and PPD syllabi, and assisting with registrations, waivers, and declarations of majors and minors.
  • Assist assigned chairs and program directors with data entry for private lessons, classes, and reconciliation of budgets.
  • Assist PPD Dean, chairs and program directors with research for planning events and new initiatives.
  • Maintains broad knowledge of PPD operations and provides guidance to each department's administrator with basic questions about operations, budget procedures, purchasing, and logistics.
Updating and creating support and training documentation as needed.

  • Supply department information to inquiries as appropriate, including monitoring and responding to
inquiries sent to shared division/program email accounts.

  • Generates web content including announcements for PPD departments and programs as needed.
  • As needed, presides over productions for PPD programs under the direction of this position, and is promptly reachable via email or phone for urgent matters.
  • As needed, facilitate documentation of PPD special events and programs by setting up PPD video cameras and using PPD camera to take photos.
  • As needed, travel with and support students during PPD sponsored travel, overseeing travel logistics and managing complications in coordination with the appropriate campus resources.
  • Hire, train, evaluate, and supervise up to ten work study employees.
  • Occasional nights and weekends are required

Required Skills:

  • Ability to work independently, prioritize tasks, meet the deadlines of complex projects, and exercise good judgment for the benefit of the college
  • Flexible, adaptable, and resultsoriented; proven ability to thrive and succeed in a creative, changing, and fastpaced environment
  • Must be able to set and assess goals as well as steps for attaining goals
  • Possesses exceptional organizational skills with high attention to detail and accuracy
  • Able manage and prioritize multiple concurrent projects
  • Must provide positive customer service for visitors, potential students, students, deans, chairs, faculty, and staff in a hightraffic office environment
  • Excellent interpersonal and communication abilities including writing and editing skills for reports and correspondence that professionally communicates PPD activities and policies internally and externally
  • Ability to lead, facilitate, and mediate within a team comprised of faculty and staff
  • Ability to use discretion and maintain confidentiality regarding division business
  • Proficient with Microsoft Office suite and Google Drive

Required Experience:

  • Bachelors' Degree or equivalent
  • 25 years of administrative experience in performing arts, nonprofits, or equivalent
  • 12 years of experience in higher education is preferred
  • Demonstrated success experience in event management or concert production
  • Understanding of arts administration, musical terminology, artists, styles, instruments, etcetera
  • Working knowledge of higher education administration and hierarchy
  • Knowledge of theatrical or concert production management and design elements is a plus
  • Familiarity with Customer Relationship Management Software (CRM), such as Colleague, Workday, Salesforce, preferred
  • Knowledge of HTML, Wordpress and WYSIWYG web editing a plus
This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee:

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance. Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions.

Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at or call

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

  • Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.

Employee Type:
Staff

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