Job description
The School of Theatre and Dance (SOTFD) seeks applications for an Administrative Support Associate to contribute to the dynamic and collaborative leadership team in the School’s Main Office.
The Administrative Support Associate is a key member of the School’s Main Office leadership team, that supports faculty, students, staff, administrators, and community members through excellent customer service, a solutions-oriented approach, and collaborative, team-oriented attitude. The position supports the daily business operations of the School of Theatre and Dance. Excellent customer service, communication, and writing skills are essential. This position is expected to apply substantial knowledge of School, College, and ECU policies and procedures to the daily operations of the School, interactions with faculty, staff, students, and community members, and in the analysis of situations and decision-making.. This position supervises the operations for the ECU/Playhouse and SOTD’s other theatrical producing agencies.
Description of job responsibility:
Percentage of Total Time: 45
Manages SOTD’s daily operations:
- Independently compile, analyze, assimilate, and compose information into varied or non-standard formats with responsibility for content review, accuracy, quality, and timelines, requiring in-depth program knowledge and interpretation for the School of Theatre and Dance.
- Prepare all records and documents for personnel in SOTD
- Develop and update program/project databases, schedules, and reports ensuring their accuracy.
- Build and schedule courses in Banner for each academic semester.
- Record/document School meetings
Percentage Of Total Time: 30
Facilities:
- Serve as the on-site building manager for Messick Building
- Oversee and track facility and equipment issues in Building, including communicate consistently with the Director, staff, and faculty regarding issues, plans, and updates
- Provide suggestions to the Director and staff for facility and building changes to improve instruction, access, the quality of the building environment
- Work with administrative team to maintain the School directory and up-to-date data regarding space assignments.
- Plan and manage facilities maintenance and repairs, including annual activities such as room upgrades, locker clean-out, inspections, etc.
- Submit work orders to appropriate offices, as requested by faculty, staff, or administrators to address facility issues and concerns. Examples include requests for keys, lock changes, housekeeping needs, HVAC issues, paint requests, etc.
- Serve as the building’s 1card approver and liaison, coordinating with the 1card Office to address any issues or concerns with facility access for students, faculty, and others as needed.
- Oversee and distribute incoming mail and deliveries from USPS, FedEx, UPS, etc.
- Other duties as assigned by the Director to ensure the daily operations of the School
Percentage of Total Time: 15
Public Communication and Event Planning:
- This position serves as the first point of contact for the School of Theatre with all constituencies. Serve as departmental receptionist, answering questions for prospective and current students and families. Interact daily with students, faculty, staff, administrators, and the public, in-person, via the telephone, and email
- Provide excellent customer service focused on greeting each person with courtesy and respect and assisting each person in addressing their issue, interest, or concern in a timely manner while representing the School in a professional fashion
- Respond to inquiries about School of Theatre and Dance courses, facilities, etc. without supervision, directing visitors to the correct resources/person as needed.
- Monitor the School’s departmental email account, answering questions and distributing messages to appropriate individuals for timely response
- Coordinates School events, including details surrounding performances, annual events, conferences, tours, open houses, etc., in collaboration with the Main Office leadership team
- Provide tours to prospective students and their families on an as-needed basis
- Purchase and maintain inventory of items for student recruiting
Percentage of Total Time: 5
Performance Stability:
- Arrives for meetings and appointments on time and prepared, practices good attendance and follows university policy regarding sick and medical leave, serves as an excellent example to SHRA personnel, sets priorities and follows through and carries out assignments consistently assists the Director in whatever is necessary to make sure the college runs smoothly.
Percentage of Total Time: 5
Attention to Detail:
- Checks and rechecks work for mistakes before sending out. Follows procedures to make sure all parts are completed, tracks progress and provides feedback when needed.
Minimum Education/Experience
High school diploma or equivalency; or demonstrated possession of the competencies necessary to perform the work.
License or Certification required by statute or regulation
None
Preferred Experience, Skills, Training/Education
Prefer a two-year degree in business administration and two years experience; or an equivalent combination of training and experience.
A working knowledge of the following ECU systems is preferred: Travel, Banner, People Admin and PORT, as well as Excel, Word, and Outlook.
Excellent organizational and problem-solving skills, attention to detail, and the ability to work independently with minimal supervision and meet set deadlines.
Possess basic accounting skills, and excellent verbal and written communication skills.
License or Certification required by the Department
None
Special Instructions to Applicant
- Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section.
- If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
- Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
- Applicants must be currently authorized to work in the United States on a full-time basis.
Job Open Date
03/14/2023
Job Close Date - Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed.
03/28/2023
Open Until Filled
Quick Link for Direct Access to Posting
https://ecu.peopleadmin.com/postings/59180
Alternate option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
AA/EOE
East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.
Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA -Coordinator@ecu.edu.
Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA -Coordinator@ecu.edu.
Eligibility for Employment
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.
Office of Human Resources Contact Information
If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.
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