Job Description

Theatre and Dance Administrative Assistant

Assist the Theatre and Dance Directors and faculty in administrative/secretarial duties, create and maintain a positive atmosphere, and serve as liaison between the faculty and students.

Responsibilities:

• Type correspondence, requisitions, department meeting agendas and minutes; update student files and budget reports; order supplies and forms.
• Reception duties: answer phone calls, take messages, answer questions from students and other relevant parties, direct students to proper advisor, schedule appointments for Directors and faculty, distribute forms, keep track of the office hours of faculty to assist students, assist student workers as needed, prepare and receive faxes, and answer email inquiries.
• Mail duties: deliver and pick up mail, sort mail, prepare and send out mailings, prepare postage/mailing request forms, prioritize mail for Directors, prepare material to be reproduced.
• Prepares and coordinates Box Office materials for Theatre and Dance productions. After production closes, tallies final bank, makes vault deposit, and prepare/submits Box Office report to ORU accounting office.
• Special hooding and departmental reception duties: set up and decorate rooms for homecoming and other departmental receptions, coordinate production of department reception/event posters and artworks, type reception programs and initiations, organize food items, hostess reception, supervise student help.
• Syllabi preparation: distribute syllabi to faculty for corrections; edit on department drive; incorporate new procedures; submit final version to Directors for review, make correction, upload to ORU website.
• Budget procedure: transfer theatre production budget from production budget format to required ORU format and make month budget reports for the Dean.
• Dictation duties: take minutes in department meetings from Directors and faculty members; transcribe and type the information, submit for review and make corrections.
• Update degree plan sheets and make catalog revisions and requisition supplies needed for department including textbooks for instructors.
• Create files for applicants for full-time and adjunct faculty positions and independent contractors; assist in arranging interviews for new instructors.
• Work with Directors and full-time faculty to schedule each semester's course offerings and establish faculty's office hours. Prepare adjunct faculty appointment and assignment forms; make sure adjunct contracts and other assignment forms are signed and delivered to Dean; prepare summer payroll schedule as requested.
• Assist faculty with travel requests.
• Attend required meetings for administrative secretaries, including training sessions as needed.
• Other projects as requested by the school Directors or college dean.

Competencies:

Knowledge & Experience:

• Requires a High School Diploma or GED

Skills & Abilities:

• Secretarial or clerical experience required, including accurate keyboarding skills.
• Must be computer literate with proficiency in using Microsoft Office software.
• Must be willing to learn the Banner system and any other applications as they are introduced to the office.
• Good reading, mathematical, oral, written, grammatical, organizational, and interpersonal skills a must.
• Must be able to articulate information clearly and distinctly for the purpose of disseminating information to constituencies.
• Must be self-motivated, flexible, ability to multi-task, and attentive to details.
• Must maintain a professional demeanor.
• Must maintain a high level of confidentiality of information.
• Maintains compliance with the Family Educational Rights and Privacy Act (FERPA).

Equal Employment Opportunity:

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.

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