Program Assistant, Music and Theatre

Closing Date:

University of Arkansas - Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sized public university that's redefining higher education. We're on a mission to provide transformative, hands-on learning experiences for students of all backgrounds and aspirations. Our multi-faceted approach to education offers a wealth of opportunities, with over 70 academic programs, including certificates, associate, bachelor's, and master's degrees. We're committed to building a diverse community that mirrors Arkansas's rich tapestry, reflecting our dedication to serving the state's varied population while enhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant work environment and a workplace culture that promotes a healthy work-life balance. The benefits package includes university contributions to health, dental, life, and disability insurance, tuition waivers for employees and their families, 12 official holidays, immediate leave accrual, and a choice of retirement programs with university contributions ranging from 5 to 10 percent of employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerse yourself in the rich heritage of the Old West at the Fort Smith National Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for history enthusiasts and those seeking modern amenities.

Thank you for your interest in joining our university. Below you will find details for the position including any supplementary documentation and/or questions you should review before submitting your application. For general application assistance or if you have questions about a job posting, please contact Human Resources at (479) 788-7080.

If you have a disability and need assistance with the hiring process please contact Human Resources at 479-788-7080. Applicants are required to submit a request for each position to which they have applied.

Required Education and/or Work Experience: Minimum qualifications include a high school diploma or equivalent; plus one year of specialized training and/or experience in a related clerical field. Other job-related education and/or experience may be substituted for part of these requirements.

Preferred Education and/or Work Experience: Associate degree or higher in office administration or business administration and/or experience in a related field is preferred.

Essential Job Duties and Responsibilities:

• Administrative support - Department of Music and Theatre

  • Enter course schedule information into UAFS database.

  • Prepare textbook orders; arrange desk copies, other book adoptions matters as assigned.

  • Maintain knowledge of current college and university policies and procedures.

  • Perform miscellaneous clerical and administrative support tasks to assist the department head, such as managing their calendar, sending out departmental memos and reminders.

  • Prepare and process requisitions and other financial documents, such as request to pay forms. This includes relevant paperwork concerning university travel.

  • Helps in organizing the scheduling of room usage in the building.

  • Manages office, music librarian, and recording technician student worker needs.

  • Manage incoming student audition information, scholarship offers, and student files.

  • Assist in maintaining, tracking, and reporting on the departmental budget.

  • Attend training on various aspects of the job, such as using the university travel software, when requested.

  • Attend and take minutes for all department meetings.

• Administrative support - Faculty

  • Prepare travel arrangements, travel requests, and travel reimbursements using Workday.

  • Serve as a contact for students who are trying to locate classes or their professors' offices by phone and/or posting signs on classrooms & offices.

  • Prepare supply orders and purchase supplies.

  • Maintain office equipment and supplies.

  • Order purchasing for the department approved by the department head.

  • Enter Load Sheets and Period Activity Pay (PAP) information into Workday.

• Clerical Support

• Performs basic reception and clerical duties including answering phones, greet, direct and provide general information for employees, parents, and students.

• Conduct annual inventory of equipment

• Prepare duplication tasks per request

• Enter requests to update, fix, or maintain departmental facilities or in support of faculty office moves

• Maintain records, including adjunct instructor and contracted professional musician information, departmental student jury forms, student audition forms, and student equipment/instrument check out

• Create bulk mailings to be sent out to local schools, prospective students, etc.

• Review, sort, and distribute mail. May draft written responses or replies by phone or email when necessary. Responds to requests for information.

• Event/Production Management and Coordination

  • Reserve performance space on campus

  • Coordinate contracts for off campus performance space

  • Coordinate compensation for hired musicians, sound technicians, costume designers, guest artist, and full-time faculty

  • Purchase music and print/duplicate as necessary

  • Pay royalty fees

  • Coordinate instrument and equipment moves both on and off campus

  • Coordinate and manage the online calendar of events (both university and departmental), including the addition of student events throughout the academic year

  • Proofread spelling, grammar, and layout of public relations/concert posters and coordinates acquisition of promotion material

  • Manage student workers in concert program creation and proofing, campus advertising, and concert audio/video recording

  • Coordinate ushers/greeters with ticket scanners for all performances

  • Track registration and payment information for two summer camps each year

  • Provide all office support for summer camps including (but not limited to) marketing, duplication, name badges, program creation, t-shirt sizing and ordering, meal counts and payments, paying all camp workers

Other Job Duties and Responsibilities:

• This description is not designed to cover a comprehensive listing of activities, duties and responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

• Other duties as assigned.

Responsible for maintaining a positive work atmosphere by acting and communicating in a manner to foster teamwork and by providing leadership to subordinates. Requires consistent on-time attendance.

Knowledge, Skills, and Abilities:

• Ability to communicate effectively with students, faculty, and staff.

• Strong computer skills, including data entry, spreadsheet, and word processing programs.

• Ability to learn new tasks quickly and to seek appropriate help and training when confronted with new tasks.

• Strong phone etiquette skills.

• Ability to handle confidential material with absolute discretion.

• Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail.

• Professional demeanor.

• Ability to edit for grammar, correctness, style, and audience.

• Knowledge of general office procedures.

• Ability to operate standard office equipment.

• Ability to extract and organize information.

• Ability to multitask and prioritize.

• Ability to work effectively in a team environment.

Additional Information:

Working Relationships: Position requires regular contact with college/university staff and faculty, students, and the public.

List Employees Supervised: none

Special Job Dimensions: Work performed primarily in an office setting. While performing the duties of this job, employee regularly exhibits digital dexterity when entering data into computer, sits for extended periods of time, and occasionally stands and walks. Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears. Employee occasionally lifts items up to ten (10) pounds. Normal working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Extended hours may be occasionally required.

Background Check Requirements. Position may require background check at the discretion of UAFS.

This job description is not designed to contain a comprehensive listing of activities, duties, and/or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

All application materials must be uploaded to the University of Arkansas System Career Sitehttps://uasys.wd5.myworkdayjobs.com/UASYS

Please do not send to listed recruitment contact.

This position may be subject to a pre-employment criminal background check, sex offender registry check, financial history background check, and/or drug screening. A criminal conviction or arrest pending adjudication and/or adverse financial history alone shall not disqualify an applicant in the absence of a relationship to the requirements of the position. Background checks and drug screening information will be used in a confidential, non-discriminatory manner consistent with state and federal law.

Persons must have proof of legal authority to work in the United States on the first day of employment.

All application information is subject to public disclosure under the Arkansas Freedom of Information Act.