Temporary Administrative Associate - School of Theatre and Dance

The School of Theatre and Dance in the College of Creative Arts and Media is currently accepting applications for a Temporary Administrative Associate.

About the Opportunity

This position provides complex administrative support in the management of day-to-day operations of the School of Theatre & Dance in the College of Creative Arts and Media at West Virginia University. This position provides direct support to the Director and to 20 theatre and dance faculty and 16 graduate assistants in the school. Specialized duties include overall workflow management, maintenance of faculty personnel files, assistance in academic advising and Banner-related tasks, oversight of student admissions in theatre & dance, and coordination of the school's course schedule (SLI).

What You'll Do

• Assist director with administrative details of the School. Establish and maintain director's appointment calendar.
• Serve as Schedule Listing Index (SLI) Coordinator of the School of Theatre & Dance; send requests for course scheduling information to area coordinators, organize information provided by coordinators, submit information electronically to Admissions and Records, resolve schedule conflicts, confirm room assignments for school courses, and complete forms for course additions and deletions.
• Provide support with administrative and organizational work for the graduate theatre program.
• Provide guidance to faculty, staff, and students on policies and procedures concerning academic advising; university, college and school curriculum requirements; and policies and procedures.
• Receive and screen visitors, emails, and telephone calls to director. Receive, open, review, and prioritize incoming correspondence, reports, instructions, etc. addressed to chair. Identify those communications that require the personal attention of the director. Compose and prepare correspondence either for own or director's signature on subjects for which school policy has been established. Sign correspondence, memorandums, forms, etc. for director in their absences.
• Assist director in organizing, planning, and coordinating special events hosted by the division, such as recruitment weekends, scholarship audition days, division plays, receptions, workshops, annual dance concert, conferences, and other business meetings on campus, off campus and nation-wide. Communicate with guest speakers, presenters and participants to establish conference agenda. Arrange for accommodations, transportation and meeting facilities. Attend functions on campus and off campus as a representative of the school.
• Assist Director with yearly reports for NAST, NASD, URTA, and HEADS.
• Assist faculty in processing students in the summer academies and Community Theatre and Dance classes.

Admissions, Database Maintenance, and Student Files

• Provide support to faculty for student admissions.
• Create and maintain database of prospective undergraduates and graduates.
• Establish and maintain database for all school students, confidential grade reports, enrollment records, etc.
• Maintain academic progress files on undergraduate students. Assist director with informing faculty advisors, administrators and students having academic problems in accordance with University FERPA policies. Must be familiar with the division academic programs.
• Assist coordinator of advising and registration of incoming freshmen. Establish statistical data base for registration and coordinate information with assistant director during registration/orientation process. Coordinate mailing list of new students and disseminate reports to faculty based on requested custom queries.

Faculty Evaluation - Promotion and Tenure/Faculty Searches

• Assist in the maintenance of faculty personnel files.
• Maintain confidentiality, security, and access to faculty files.
• Assist director and search committee in recruitment and hiring of new faculty including making travel arrangements for candidates and coordinating administrative matters with the Search Chair.

Other Responsibilities

• Manage and maintain a complete inventory of all office supplies and equipment and arrange for storage, maintenance and replacement, as necessary. Contact vendors to gather information on specifications and prices for purchases. Ensure office equipment and machinery is in good working order.
• Collect and deposit outgoing mail for the division. Collect and distribute incoming mail and packages to faculty/staff mailboxes. Administer parking permits for school guests.
• Assist instructors with questions related to policies, procedures, deadlines, etc. with grade reports.
• Organize and oversee preparation of materials for mass mailing.
• Purchase scripts, musical scores, licensing, and royalties for all School plays.
• Assist faculty and GTAs with purchasing production materials.

Supervision Responsibilities

• Directly supervise federal work study students, make work assignments, issue deadlines, and ensure that all work is completed on time and meets school standards.
• Serve as Unit Representative for school of federal work-study students. Assign federal work study students to appropriate areas within school, verify and review MYTIME work study students to be submitted to College Representative.

Pay Grade: 14

Length of Assignment: 8.5 months

• Associate's degree or minimum of 2 years of work-related experience (Business, technical or vocational school education of up to 18 months beyond high school or equivalent, related experience.)
• A minimum of three (3) years of secretarial or office administration experience.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Thorough knowledge of office methods, procedures, practices, and protocols.
• Strong writing skills with a thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Demonstrated ability to interact with the public in a professional and personable manner.
• Demonstrated ability to independently initiate, draft and prepare clear and concise memorandums in final form and correspondence requiring selection of materials and references from a variety of sources.
• Demonstrated ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
• Demonstrated ability to communicate clearly and concisely, both orally and in writing complex information and explain policies and procedures to others.
• Demonstrated ability to work independently, exercising judgment, discretion, and initiative in performing complex clerical work in a variety of subjects, programs or projects.
• Demonstrated ability to coordinate many different clerical tasks, determine relative importance of each, set deadlines, and complete projects in a timely manner.
• Demonstrated ability in time management, task analysis, and task management.
• Ability to process credit card sales accurately.
• Ability to operate a personal computer utilizing various word processing, spread sheets, data base programs and other computer software programs.
• Ability to type with speed and accuracy.
• Ability to rapidly learn the university's environment and its administrative and academic policies and procedures.
• Ability to rapidly learn the policies and procedures of the national accreditation associations.
• Ability to rapidly acquire a working knowledge of the college and school mission/goals/policies/procedures and to interpret and implement these policies in work situations.
• Ability to plan, coordinate and direct the work of subordinate staff engaged in clerical functions.
• Ability to interview and recommend clerical staff for employment.
• Ability to train subordinate staff.
• Ability to plan, organize, and set priorities regarding the work to be accomplished.
• Ability to operate standard office equipment.
• Ability to file alphabetically, numerically, and by subject matter.
• Ability to perform mathematical calculations.
• Basic knowledge of bookkeeping and budget procedures.
• Ability to maintain office or departmental information confidentially.
• Ability to maintain proper unit attendance and punctuality standards.
• Understanding of FERPA & FOIA Policies.
• Highly desired experience: Banner, Mountaineer Marketplace, Purchasing Cards, 25 Live, Argos, SLI

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

We are dedicated to creating an inclusive and engaging working environment and actively seek candidates who bring diverse ideas, approaches and experiences.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is proud to be an Equal Opportunity Employer and received an NSF ADVANCE award for gender equity. We value diversity among our faculty, staff and students and invite applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.