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Department: Center for Arts Admin.Dept.
Salary/Rate: $2,741/mo (@ 1.0FTE)
FTE: 1.0 FTE
The Oregon Center for the Arts at Southern Oregon University provides educational and practical experience in all areas of the arts including Creative Arts (Art, Art History, EMDA, and Creative Writing), Music, and Theatre (including Dance and Shakespeare Studies).
While working independently under general supervision, the Administrative Program Assistant for the OCA Division Director and Music Program, performs a wide range of administrative tasks. This position will provide a full range of support to the OCA Division Director and manages division operations with certain approval abilities on behalf of the Director. This position also manages the special projects of the OCA and requires collection of data and performance-related statistical information for OCA budgets, events, and enrollment projections. The person coordinates the activities of the OCA Program Assistants and institute division wide policies operations and procedures.
In addition, this position is the main point of contact for the Music program for current and prospective students. They are the liaison between Division programs and other work groups, both on and off campus. She/he is responsible for general office management; facilitates setup and orientation of new full-time and adjunct faculty; coordinates course scheduling and catalog updates; hires, trains and directs student workers; supports student advising; and orders and organizes supplies and office equipment.
Minimum Classification Qualifications:
Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.
- Bachelors degree or higher - Knowledge/familiarity/experience with the arts - Accounting experience or knowledge preferred -Two years of experience as an administrative specialist or executive support specialist that includes administrative managment and support for a project, program or operation
All Listed Duties:
The following examples of typical work activities are meant to illustrate the general range of work functions performed by the position and are not meant to be all-inclusive or restrictive.
Administrative Support for Director of the Oregon Center for the Arts
Maintain master calendar of OCA academic deadlines, communicate timelines to Program Chairs, faculty and staff as necessary to meet deadlines on behalf of Director.
Coordinate with the Director and Program Chairs the processing of new and revised courses for university catalog under the direction of program chairs.
Coordinate with Student Success Coordinator to support student academic needs on a Division wide basis. -Provide OCA Division Director and Music program regular support in person, by phone, in writing and institutional presence for the Division as needed – Responsibility and supervision of OCA Division Projects including the Creative Industries Trajectory, Oregon Fringe Festival, Other Festivals and Celebrations, Oregon Arts Medallion, Special Events, Donor Events, etc. – Manage OCA Committee structure and assignments. – Arrange for meetings, hire independent contractors for OCA projects, coordinate with program guests, and special assignments at the request of the Division Director and/or program Chair. Actively participate in appropriate meetings, providing pertinent information to assist the Division Director and/or program Chair in completing assignments, meeting deadlines, goals, and objectives.
Assist Director with special event activities and meeting/retreat planning.
Assist Director with grant preparation and donor cultivation activities. – Serve as OCA liaison with SOU Foundation staff.
Responsibility for OCA correspondence, information gathering, and report writing.
Plan and take minutes at OCA division meetings and maintain archives.
Coordinate with program chairs faculty searches for tenure track positions.
Coordinate OCA staff searching and hiring. -Coordinate with the Service Center to arrange IEAs and PSCs as requested
Maintain documentation of faculty teaching assignments and loading; – Manage faculty ELU loading with OCA budget preparation and general supervision. – Upon direction from the Director approve appropriate staff and term by term timesheets.
Manage Director approvals for coding of invoices and receipts with index/account/activity codes prior to delivery to Service Center. -Coordinate with the Service Center to track expenses, resolve discrepancies and ensure accuracy of department funds -Prepare and submit reimbursement requests as needed – Approve appropriate invoices and expenditures under $500 as approved by Business Services.
Undergraduate and Graduate Program Administrative Support: Music
Office management and reception including managing mail-filing, record retention, bulletin boards, and in-person, phone and e-mail inquiries.
Assist the Program Chair by arranging meetings and events, faculty minutes, correspondence, communicating university deadlines, student evaluation summaries, catalog changes, assigning advisors, and course scheduling.
Facilitate provision of office space, computer access, room FOB and keys, supplies, equipment and information for faculty with assistance from Service Center.
Coordinate with Marketing Manager academic information on Music program web pages.
Coordinate annual awards and scholarship planning and notification, including completion of financial report on scholarship account status for all Foundation and non-Foundation scholarships.
Conduct new faculty orientation, including maintenance and delivery of orientation handbooks, provision of office space, etc.
Hire, train, and supervise student workers to assist with office reception, assign and distribute work assignments, review work, and maintain job descriptions.
Coordinate with Building Manager the supervision of the student computer labs in Music Building, including interfacing with IT for computer and printer maintenance and upgrades.
Greet and coordinate visitations of guests and prospective students and their families.
With assistance from the Provost Office, compile and submit term by term Music adjunct faculty contracts.
Assist with Music accreditation documentation and assessment.
Assist Music faculty with office support for special event activities including High School Honor Choir and Band, Tutunov Piano Series, and others.
Supervise student employee, adjunct, and unclassified hourly electronic payroll forms.
Coordinate student access for obtaining FOBs (electronic keys).
Maintain and update Music Student Handbook on an annual basis.
Prepare Music Program concert programs for Convocation and student recitals.
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.