Provide
professional and confidential assistance to the Dean.
Maintain
a professional, efficient office environment, and ensure effective working
relationships with all HSU faculty and staff and community partners.
Maintain
the Dean's calendar and assist in preparing for various meetings or other
campus activities.
Understands the College of Arts and Media (CAM) goals to prioritize issues according to
urgency.
Prepares
drafts of correspondence, letters, and emails, and/or spreadsheets as directed
by the Dean.
Assist
the Dean with revisions or updates to catalogues, reports, and forms.
Attend relevant meetings and take minutes for CAM faculty
meetings.
Run
various reports/surveys to gather important information for the Dean/University.
Provide Administrative support to all divisions/faculty within
the College, especially those who do not have administrative support.
Coordinate
with the payroll office to complete the process for new hires.
Order
and maintain CAM
office supplies for the Dean’s office and assist the Chairs within CAM with
ordering supplies for their departments. Track all deliveries, mail, and
receipts for each purchase.
Track
monthly expenses to assist the Dean with budget management.
Assist Program Directors/Department Chairs with budget
planning.
Reconcile
the CAM credit
cards and ensure expenses are appropriately charged to the College divisions.
Submit
requisitions and check requests; ensure each Division Chair
is submitting such information correctly and following University policy.
Demonstrate
proficiency with Colleague: Assign advisors to students, create courses, set
capacity limits, location, time, format and assign instructors to courses.
Collect,
organize, and update relevant data using various software applications.
Co-coordinate with the Dean the community outreach events undertaken
by the College.
Each semester, compute appropriate compensation for Adjunct,
Overload and Online instructors. Submit this information to the Provost’s
Office.
Each semester, ensure the Provost’s Office has appropriate
and correct information to generate contracts for all Adjunct instructors, Faculty overload, online instructors,
and employee payment requests.
Each
semester, collect and compile syllabi for all CAM courses and submit them to the Provost’s Office.
Coordinate with Enrollment Services and the Registrar's Office with prospective
student meetings, advising & registration.
Participate
in Continuing Educational opportunities to maximize workflow and skill sets to
ensure job efficiency.
Maintain the CAM TEAMs
Site; teach faculty/staff how to effectively use the site to ensure team
efficiency and productivity; Create a central calendar for CAM in TEAMs and keep it updated.
Assist CAM Committees as requested.
Collaborate and communicate effectively and with other Dean’s assistants.
Make high-level
contacts of a sensitive nature regarding routine & non-routine issues
internally and externally requiring a high degree of discretion and diplomacy
and time sensitivity.
Communicate with others in a professional and congenial
manner by phone, mail, and face to face.
Prepare mailings—regular postal, intra-university, and
emails.
Assist and supervise student workers and accompanist
positions for School of Music.
Process deposits for CAM.
Coordinate course schedules for Art,
Communication, Music, and Theatre.
Coordinate the recruitment, hiring, and scheduling of large
numbers of adjunct instructors for Art, Communication, Music, and Theatre.
Schedule and provide access to rooms for rehearsals,
recitals, auditions and outside groups in Caldwell Hall, Hemphill Music
Building, Woodward-Dellis Recital Hall, Van Ellis Theatre, Frost Building and Taylor
Art Gallery.
Organize the awarding of scholarships with Faculty Scholarship
Committees.
Maintain records and reports associated with HSU National
Association of Schools of Music (NASM) accreditation.
Assist faculty with purchasing/requisitioning requests.
Serve as contact person for alumni, prospective students
and others visiting CAM Programs on the HSU campus.
Serve as building coordinator (i.e., liaison with HSU
Facilities when problems arise) for CAM Buildings.
Collect and distribute mail for CAM Buildings.
Coordinate annual revisions of the School of Music Student
Handbook, the Theatre Program handbook, as well as the HSU catalog material
regarding CAM.
Coordinate office supplies for CAM.
Manage keys for CAM.
Coordinate end-of-semester assessments of CAM students,
including reserving the recital halls, theatres spaces, posting jury times, and
providing the necessary paperwork to CAM faculty and students.
Facilitate communication and arrange meetings for (including
lunch meetings), people involved in HSU’s School of Music Foundation, Cowboy
Band Foundation and other groups as needed.
Organize receptions following designated CAM events.
Assist faculty members and students with equipment needs in
CAM Buildings.
Assist with creation of posters for CAM performances,
productions, etc.
Display proficient utilization of Microsoft Word, Excel, Outlook,
and Teams.
Understand and maintain confidentiality of sensitive
employee information, records, etc.
Maintain a safe and clean working environment.
Perform and multi-task in a fast-paced/multi-faceted office
environment.
Organize files and maintain records.
Follow through on projects/tasks to completion.
Collaborate
with Dean and Division Chairs as event planner for annual events.
Oversee
process of Ticket Sales Process for ticketed CAM events.
Coordinate
CAM Academic Calendar.
Work
with Division Chairs in coordinating Division Academic Calendars.
Co-coordinate
with the Dean Community Outreach events undertaken by the College.
Other
duties as assigned.
SUPERVISORY RESPONSIBILITIES:
There are no supervisor responsibilities except
for oversite of student workers.
COMPETENCIES: This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position.
Interview decisions are partially based on this information.
On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area.
To perform the job successfully, an individual should demonstrate the following competencies.
Job Knowledge - Competent in required job skills and knowledge; exhibits
ability to learn and apply new skills; keeps abreast of current developments;
requires minimal supervision; displays understanding of how job relates to
others; uses resources effectively.
Communications - Expresses ideas and thoughts verbally; expresses ideas and
thoughts in written form; exhibits good listening and comprehension; keeps
others adequately informed; selects and uses appropriate communication
methods.
Quality Management - Looks for ways to improve and promote quality; demonstrates
accuracy and thoroughness.
Ethics -
Treats people with respect; keeps commitments; inspires the trust of others;
works with integrity and principles; upholds organizational values.
Dependability – Follows instructions,
responds to management direction; takes responsibility for own actions; keeps
commitments; commits to long hours of work when necessary to reach goals;
completes tasks on time or notifies appropriate person with an alternate plan.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules,
operating and maintenance instructions, and procedure manuals. Ability to write routine reports and
correspondence. Ability to speak
effectively before groups of customers or employees of an organization.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of
measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent
and to draw and interpret bar graphs.
REASONING ABILITY: Ability to solve practical problems
and deal with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions
furnished in written, oral, diagram, or schedule form.
COMPUTER SKILLS: To
perform this job successfully, an individual should have knowledge of Word
Processing software; Spreadsheet software; Project Management software; Payroll
systems; Order processing systems; Internet software; Human Resource systems;
Design software and Contact Management systems.
EDUCATION/EXPERIENCE:
High School Diploma or GED required.
Bachelor’s degree preferred.
Two
to five years related experience and/or training preferred.
Must have the ability to perform multiple tasks
in a fast-paced/multifaceted office environment. Must be able to organize files
and maintain records. Must be detail oriented and follow through on
projects/tasks until completion.
Must interact with donors, students, visitors, staff, faculty and exhibit interpersonal skills including the ability to answer questions, solve
problems and deal with difficult situations. Must make decisions as appropriate
for each situation.
Must communicate professionally both orally and in written form.
Must be able to prepare correspondence with or without guidance from
supervisor, depending on the circumstances. Must have good proofreading skills
and attention to detail. Must be comfortable and proficient using technology,
such as email, instant message, etc.
Must understand and maintain confidentiality of sensitive
information, records, etc.
The above requirements will be validated through
the written competencies provided by the applicant in addition to the interview
process and reference checks regarding past employment experience, etc.
CERTIFICATES, LICENSES, REGISTRATIONS:
None are required for this position at this time.
PHYSICAL REQUIREMENTS:
The physical demands described here are
representative of those that must be met by an employee to successfully perform
the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While
performing the duties of this job, the employee is frequently required to sit or
stand and talk or hear. The employee is
occasionally required to walk and reach with hands and arms. Occasionally will be required to stand; stoop and/or kneel.
While performing the duties of this job, the employee is regularly
required to sit for long periods while performing office and computer
operations.
The job is sedentary in nature; however, the employee must frequently
lift and/or move up to 10 – 15 pounds and occasionally lift and/or move up to
25 pounds.
Must be able to make frequent trips across campus to various buildings
and offices.
WORK ENVIRONMENT:
The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential
functions.
The noise level in the work environment is usually quiet.
ADDITIONAL INFORMATION:
This is a Non-Exempt/Hourly
Staff position. This position requires a regular 40-hour workweek at minimum
(plus occasional overtime).
Candidate must be able to work non-traditional hours,
including nights and weekends occasionally when needed to meet project
deadlines, etc.
All hours worked beyond 40 hours in a single work week will
be compensated at time and a half, per FSLA guidelines.
Must have and maintain a valid Class C Driver’s
License and maintain a clear driving record to be insurable under the
university liability policy.
Must be able to drive to complete work assignments on
and off campus, as needed.
Additional travel may be required on occasion to attend
training, events, etc.
EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.