Administrative Office Assistant

JOB TITLE: Office Assistant – Humanities, Fine & Performing Arts, Box Office

FLSA: Non-Exempt

DEPARTMENT: Academic Affairs LEVEL: 104

East Central College has an opening for a full-time Office Assistant for the Humanities, Fine& Performing Arts, Box Office departments. This position is responsible for performing a variety of office tasks which provide clerical and administrative support the division, including ticket sale transactions and distribution of tickets for all college events.

The position requires initiative and the ability to independently identify and address routine operational needs, anticipate departmental needs, prioritize competing responsibilities, and follow tasks through to completion with minimal supervision.

MINIMUM QUALIFICATIONS: (A comparable amount of training, education or experience may be substituted for the minimum qualifications.)

• Completion of High School diploma or GED
• Seeking a self-starter with minimum one year experience in Microsoft Office products, Canva, and Adobe products.

ESSENTIAL TASKS: (Employee must be able to perform the following essential functions to the satisfaction of the employee’s supervisor.)

• Proactively identify and address routine office, departmental, event, and operational needs; anticipate upcoming needs and take appropriate action within established policies and procedures, seeking guidance when necessary.
• Respond to and direct inquiries made in person and by telephone.
• Assist with textbook orders and adoption and maintain accurate textbook records.
• Maintain inventories & records for departments and accreditation, including supporting compliance recommendations (NASM & NASAD).
• Maintain inventory of musical Instruments, keep digital files and instrument liability forms, plus monitor instrument lockers.
• Perform typing, word process, or data entry tasks involving preparation of letters, reports, and forms.
• Duplicate, collate, sort, and/or alphabetize materials.
• Prepare and distribute department meeting minutes.
• Coordinate meetings, appointment schedules or event calendars.
• Notify appropriate departments of equipment malfunctions and troubleshoot as appropriate.
• Assist departments with editing, updating and distributing syllabi and signature assignments.
• Assist with the coordination of the scheduling of field trips and other off campus events/activities.
• Compile information for posters, programs, etc. and assist with social media representation for the humanities and fine and performing arts departments. Create program for fine arts events. Order and pick up programs upon completion.
• Contact students regarding class cancellations and changes in course offerings as directed by the Office of Arts & Sciences.
• Communicate with internal/external event representatives about ticketing, ushers, or front of house needs in order to prepare for facilities requirements.
• Assist in coordination of Art Demo Day, Humanities Fest, and International Day.
• Assist with all music events including financial transactions, recital programs, and organization of events.
• Take reservations by telephone and, occasionally, in person relating to events.
• Anticipate and assist with event setup, operation, and cleanup needs, taking initiative to address routine issues and ensure events are adequately supported.
• Identify, troubleshoot, and resolve routine ticketing issues independently when possible, escalating issues appropriately when they fall outside established procedures or assigned authority.
• Work evenings of fine and performing arts events.
• Serve as a backup position for basic lighting and sound events in the theatre.
• Share concert/theater/Film and Lecture reminders and live stream information with the Patrons of the Arts.
• Support faculty in assessment needs and collections, including…