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Administrative Assistant
2 months ago
Job Summary
To serve as administrative assistant for the Dance Program in the Department of Theatre and Dance. Under the daily supervision of the director of the Dance Program and the general supervision of the departments Business Manager, performs a variety of administrative and secretarial duties, including assistance with the management of undergraduate Dance student records. Serves as receptionist for Dance area. Minimum Qualifications High School diploma and 1 or more years of experience. Preferred Qualifications Bachelors degree, or high school diploma and 4 years work experience that is directly related to the area of employment; or equivalency.This position requires technical skills with all types of office equipment and ability to develop a thorough knowledge of university procedures and policies. Computer skills a must, especially word-processing and Excel. Prefer a candidate with experience with university policy and procedures, experience working with the public, and experience with Microsoft Word and Excel. Knowledge/Skills/Abilities Must have or be willing to acquire a thorough knowledge of University policies and procedures and be able to handle constant interruptions and changes. Must feel comfortable working with data from a variety of sources. Attention to detail. Have the ability to coordinate diverse administrative functions and train faculty on new platforms, when needed. Must be able to prioritize assignments and work with minimum supervision. Must be able to find solutions to problems. Knowledge of office management policies, practices, and procedures preferred. Ability to communicate well the working of payroll to personnel, both verbally and in writing. Must maintain an effective working relationship with faculty, staff and students. Must be a team player. Must have good analytical skills. Job Duties Job Duty Performs administrative and secretarial duties for the Director and faculty of the USC Dance Program. Tasks can include, but not limited to, assisting with technology needs of the dance faculty, mail distribution, generating and sending letters and reports, making copies, screening and referring telephone calls and other general administrative duties. Essential Function Yes Percentage of Time 35 Job Duty Make arrangements for meetings and conferences for the Dance program and faculty; Coordinates faculty travel as requested, completes and processes appropriate paperwork. Assist dance faculty with technical needs including but not limited to: computers, video, television, projection, apple TV, and basic Microsoft Word, Excel & outlook functions. Prepares agendas, reserves space, drafts/edits presentation materials, printings, and distributions. Attends faculty meetings to take minutes, prepares minutes for review and distribution. Essential Function Yes Percentage of Time 15 Job Duty In conjunction with the departments Student Services Coordinator creates and maintains all student records for the Dance Program. Facilitates communication/collaboration with Admissions, Financial Aid and the Registrars Office concerning dance students. Point of contact for students and parents concerning Dance scholarships. Prepares scholarship forms for all Dance majors for submission to the departments Business Office. Represents the Dance Program in contact with other university officials and departments for the purpose of coordinating various dance program activities and building repairs. This position does not advise students on courses. Essential Function Yes Percentage of Time 15 Job Duty Maintains and updates records for the Dance Programs for alumni mailings, recruiting, and publicity. Prepares the audition events for perspective students in the Band/Dance Building. Purchases/Orders office supplies, manages/distributes office supplies for the Dance Program. Maintains appropriate inventory levels within the programs budget. Makes monthly budget reports to the Business Manager. Responsible for the preparation of the work schedules for the student employees and piano accompanists. Will train and supervise the Dance programs work-study students. Coordinates the submission of all Dance Program hiring paperwork to the department business office. Essential Function Yes Percentage of Time 10 Job Duty Prepares and maintains office organization and contributes to orderly record-keeping for the Dance Program. Updates the existing Excel worksheet that reflects the classroom assignments and accompanists schedule each semester. Set up classrooms, distribute materials and establish remote communication for faculty who are absent from campus to ensure classes can be taught as scheduled during these absences. Essential Function Yes Percentage of Time 10 Job Duty Interprets and explains functions of the Dance Program to the general public and to other public or private agencies or organizations.
Assist in the preparation and maintenance of special and/or confidential records and reports NASD certification reports and progress reports) for the program director and the Chair of the department. Essential Function Yes Percentage of Time 5 Job Duty Contributes to the overall success of the Department of Theatre & Dance and the College of Arts & Sciences by performing all other duties as assigned. Provide assistance and guidance to the Department of Theatre & Dances faculty and staff to ensure compliance with federal, state and University policies and procedures. Essential Function Yes Percentage of Time 10 Position Attributes Employees in Safety-Sensitive or Security-Sensitive positions will be subject to pre-employment and post-employment drug testing in accordance with University policy HR Drug and Alcohol Testing.
