Job Description Summary: The Coordinator serves a critical part in portraying the University to the public, our professional partners, and prospective students. The Coordinator plays a key role in our recruiting efforts as well as in our audience relations efforts. The Coordinator will serve as staff support to the Chair, Associate Chair, Full Time Faculty, Guest Directors, and Adjunct Instructors. This position is also responsible for management of Student Workers, Department Budget, Travel, and scheduling multiple Student Events. In addition, this role will be responsible for various aspects of Theatre Production administrative needs.
Minimum Qualifications Two years of college coursework or equivalency 3 years of Office Administration or Assistant Experience Knowledge of Office Management Systems and Procedures Attention to Detail and Problem Solving Skills Excellent Time Management Skills and Ability to Multitask and Prioritize Work Ability to Meet Stringent Deadlines Excellent Written and Verbal Communication Skills Confidentiality Required Strong Organizational and Planning Skills Ability to Work Independently with Minimal Supervision Proficient in Microsoft Office Systems
Preferred Qualifications Fine Arts related Bachelors Degree Preferred Higher Education Office Environment Preferred
Essential Duties Academic Unit Duties Support the work of the Chair, Associate Chair, and faculty of the Conservatory of Theatre Arts (currently our department involves around 50 faculty total: 17 full-time and between 30-40 adjuncts per semester) Work collaboratively with the Leigh Gerdine College of Fine Arts Director of Operations and Deans Office Associate Develop and maintain internal relationships within the University Increase operational efficiency and improves workflow processes when and where needed Coordinate student hiring, assign faculty supervisors, and troubleshoot as needed Supervise student office assistants (5 student workers plus a social media team) Track department budgets and spending Review, manage, and process invoices and deposits Generate adjunct faculty contracts and overloads (approximately 50 contracts per semester) Request and process hiring paperwork from new faculty and staff Compile and enter course offerings, in collaboration with the Chair/Associate Chair Maintain faculty, student, and accounting files (we have been averaging between 185-210 students per year) Request facilities and technology maintenance Reserve classrooms and studios, request University rental contracts Arrange faculty air travel Schedule appointments and meetings for Chair and faculty committees Compile agendas and notes for weekly faculty or supervisor meetings Manage and update ID card building and room access lists Attend monthly LGCFA staff meetings Order classroom and office supplies Prepare annual faculty review and periodic status review information Create appropriate distribution lists, evaluation surveys, and reports in Qualtrics for semester class evaluations Regularly update Starfish to match students with faculty advisors, given our departments rotating approach Register students for classes Coordinate course evaluations
Producing Theatre Duties Maintain communication, scheduling, space and other arrangements externally with partner organizations (Repertory Theatre St. Louis, Opera Theatre of Saint Louis, Shakespeare Festival St. Louis, The Muny, Variety Theatre and Arrow Rock Lyceum Theatre) Supervise student house managers (for Conservatory season as well as for 3 to 5 Dance Department performances/year) Arrange guest artist travel, housing, and onsite transportation Submit information to Global Marketing and Communications for internal and external distribution Coordinate publication of playbills, advertising, and promotional materials Coordinate social media platforms to engage potential patrons, students, and alumni; supervise Social Media Team FB, Twitter, Instagram, YouTube Assist in planning, promoting, and executing Conservatory Season (7-8 shows per year) Coordinate licensing annually for performance season Assist with planning, promoting and executing senior capstone Showcases and alumni receptions in New York and Los Angeles Coordinate student travel (45-50 students for NYC; 18-22 for LA) Coordinate lodging arrangements Coordinate rental space and logistics Support student fundraising efforts for LA Showcase Facilitate Muny/Webster Emerging Young Artists Intensive Manage special projects and events as assigned
Webster University is committed to creating a diverse environment and is proud to be an equal opportunity employer. We are committed to maintaining a culturally and academically diverse faculty and staff of the highest caliber. Accordingly, Webster University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender, gender identity, national origin, ethnicity, age, protected veteran or disabled status, genetic information, or any other characteristic protected by applicable law.
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With its home campus in St. Louis, Missouri, USA, Webster University comprises an action-oriented global network of faculty, staff, students and alumni who forge powerful bonds with each other and with their communities around the globe. Founded in 1915, Webster is a private non-profit university with students studying at campus locations in North America, Europe, Asia and Africa and in a robust learning environment online. The university is committed to ensuring high-quality learning experiences that transform students for global citizenship and individual excellence.