The Theatre Arts Office Manager is a key support position within the Theatre Arts & Dance Department within the University of Minnesota. The Theatre Arts Office Manager works collaboratively with senior leaders, faculty, students, and alumni to support the Theatre Arts programs in carrying out business, communications, and projects.
This is a benefits-eligible one-year appointment with the possibility of continuing contingent on funding and work performance.
Financial Preparer (50%) • Process reimbursements and reconcile purchases • Enter travel documents, requisitions, storehouse orders • Track status of orders and balances in faculty travel allotments. • Supplier/vendor set up and maintenance. • Maintain update administrative forms. • Contracting and check requests. • Run monthly budget reports. • Assist Technical Director in budget maintenance. • Explain financial forms, processes, and policies to department faculty and staff.
Office Manager (25%) • Serve as the first point of contact for Rarig Center Theatre Arts program by answering the phone, email, and in-person inquiries • Provide impromptu tours of the facility as necessary • Provide clerical assistance for staff and faculty as necessary. • Provide general office support including ordering supplies, providing technical maintenance, managing the upkeep of department copier, and assisting with web access for faculty and staff • Coordinate class evaluations including set up, distribution, collection, and record-keeping of evaluation materials for faculty. • Order textbooks each semester for all classes and distribute to teaching assistants. • Maintain contact with textbook office regarding supplies and changes to orders • Maintain inventory of technology equipment/computers • Make sure public space is kept clean and orderly • Maintain department email list-servs • Generate monthly donor thank you letters • Syllabi collection • Maintain storage areas • Facilitate office moves • Work with Facilities Management • Maintain parking vouchers and loading dock permits • Assist department administrator in project-based work as assigned • Other duties as assigned
Graduate Program (MA/PHD and MFA) Support (DGS Assistant) (15%) • Main contact for inquiries about graduate admission, including e-mails to prospective students and mailing of information materials. • Gather/process graduate applications and letters of recommendation, GRE scores. • Maintain files of applications for financial aid with letters of recommendation. • Assist in circulation/return of files from Grad School using on-line application system • Participate in/monitor policies that impact graduate education at College and University level. • Help prepare reports regarding graduate program. • Arrange travel for selected prospective student visits including airfare and hotel and local arrangements; schedule visits with faculty and students. • Collect and track relevant data on the graduate program and students, including fellowships, funding, and placement for majors and minors. • Handle Graduate School Forms necessary for matriculation. • Coordinate fall orientation for new students. • Manage and coordinate graduate student travel grants and reimbursements. • Hire graduate student Teaching Assistants. • Prepare and administer subfield exams and enter results.
Event Planning & Coordination (10%) • Coordinate calendar for events and enter department events in University calendar. • Provide assistance on logistics such as travel, hotel accommodations for visitors. • Coordinate department events including retirement parties, spring awards ceremony, other events, including schedule, place, refreshments, audio/video needs, publicity. • Coordinate local arrangements for faculty searches including hotel, schedules, airfares and meals, meetings. • Assist with AV for colloquium speakers. • Purchase food and beverages for department colloquium, meetings, workshops. • Assist with publicizing department colloquium. • Take meeting minutes.
REQUIRED: • High School Diploma/GED • Four (4) years of related office and administrative experience • Previous financial or accounting experience • Training/education may be substituted for up to two (2) years of experience • Demonstrated computer experience in Microsoft Office Suite and Google Suite • Advanced experience in Microsoft Excel • Customer service experience/skills • Ability to work independently and as part of a team
PREFERRED: • Strong verbal, written, and interpersonal communication skills • Demonstrated experience communicating with and providing service to faculty, employee groups, students, and visitors from diverse backgrounds • Experience coordinating several projects simultaneously • Experience multitasking and prioritizing workload while maintaining attention to detail • Effective organizational, time management, and problem solving skills • Experience working in an academic setting • Ability to draft correspondence, memoranda, newsletters, manuals etc. • Experience with administrative software: UMReports, PeopleSoft, Gradtracker or similar • Demonstrated initiative and willingness to go the extra mile to provide outstanding service. • Attention to detail, positive attitude, and proactive nature
** Please note that the University's PeopleSoft and other student data systems require training and demonstrated proficiency before access will be granted to those systems
Internal Number: 340100
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.