Operations Assistant

4 months ago

Orange, United States Chapman University Full time
Job Description Summary Reporting to the Business Administrator, Operations Assistants will support Musco Center departments with operational tasks and challenges. These tasks frequently include data entry, scheduling, support requests, and some administrative tasks. This support work will often require the Operations Assistant to work as project coordinator where responsibilities will include progress tracking, identifying roadblocks, and following up on requests with various team members and other campus partners. This operational support will take place in-person or remotely, as dictated by campus policy and operational need.

This position will report to campus based on Musco Center and College of Performing Arts production schedules and requirements. While on-site, this position will perform an operations, security and access role.

Musco Center for the Arts’ commitment to cultural equity aims to create a brave space in authentic partnership with artistic, academic, and surrounding communities to re-imagine, dream, and work toward a just, anti-racist, and equitable arts hub that reflects the community’s values and advocates for the most vulnerable. All Musco Center staff members are expected to participate fully in this work.

Musco Center produces a variety of programming and has a diverse group of users – the successful candidate will navigate the season with impeccable, client-oriented service; a safety-first approach; and a desire to foster a collaborative, respectful work environment.

This is temporary non-exempt staff position. Responsibilities Administrative Operations Support Assist administrative and operations teams on a per project basis, providing research, presentation, and meeting preparation support. Assist with invoice payment processing, supplier registration, University P-Card reconciliation and submitting purchase orders/requisition requests. Assist Musco Center staff and workgroups with projects and tasks. Field support requests from Musco Team and submit work orders with appropriate campus departments
On-Site Support Perform site walkthroughs to identify potential safety, ADA, equipment, and facility issues. Facilitate check-in and check-out of individuals with approved access ensuring they meet all Chapman University and Musco Center requirements for entry. Provide information and instruction regarding Musco Center policies to all entrants. Submit facilities work requests as needed and follow up to ensure their timely completion. Set-up and break-down equipment for auxiliary building activity – such as tables, chairs, etc. Assist with education and enforcement of Covid Compliance policies. Other projects as required. Required Qualifications A minimum of related experience in order to provide administrative support to professional staff Proven ability to carry out duties in a timely manner; requesting clarification where required High level of organization and ability to follow and carry out instructions Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload Proficiency in standard business software such as Adobe Acrobat and the Microsoft Office Suite, technical aptitude to learn and work within proprietary software like Artifax and WhentoWork Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, operational emails and reports Strong oral communication skills to convey accurate information in a tactful and diplomatic manner Excellent telephone etiquette skills and the ability to direct calls, give information, and take accurate and detailed messages Strong customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community Ability to work independently, secure information/data, and make recommendations based upon the information/data gathered Problem solving skills, including the ability to formulate and communicate logical conclusions and recommendations Ability to maintain a high level of confidentiality Strong commitment to teamwork Eagerness to engage in Musco Center and Chapman University’s Cultural Equity initiatives and a desire to create a just and equitable performing arts industry. Desired Qualifications Familiarity with proper radio etiquette Familiarity with safe practices when working in a theater Experience using standard office equipment such as copier, printer, scanner Working knowledge of University policies and procedures that pertain to the duties of this position

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