Description

POSITION OBJECTIVE 

Working under general direction, the Department Assistant 3 will provide professional administrative support to the teaching, research, and creative activity of the Department of Theater to uphold the department's standards of excellence in teaching and performance. The department assistant will act as the chair's aide and provide support to the faculty, staff, and students. The position serves as business manager for the department and for Maltz Theater on the campus of Case Western Reserve University, and in that capacity acts as a liaison with department partners such as Cleveland Playhouse.

ESSENTIAL FUNCTIONS

Perform diverse duties of an administrative/clerical nature requiring accuracy. Serve as primary department administrator, providing support to the department chair and secondary administrative support to faculty and staff. Serve as a liaison with employees from Cleveland Playhouse, major department gift donors, and visiting alumni. Work in the Human Capital Management (HCM) system. Attend administrator meetings scheduled by the College of Arts and Sciences. Communicate new policies and procedures to department members. Submit changes in the phone system. Submit key and card access requests. Request repairs as needed. (15%)
Has overall responsibility for smooth functioning of the department. Process changes to Course Action Forms and Program Action Forms for work relating to approval by the Committee on Educational Programs. Edit changes relating to the department's General Bulletin. Provide support for documents related to faculty/staff such as hiring, yearly appraisals, leaves of absence, etc. Approve exception timesheets for staff. Process additional payment requests for employees. Process effort/salary distribution. Process salary adjustments. (15%)
Facilitate communications between department and the university. Manage activities related to PeopleSoft Financial Accounting System. Process payment requests, invoices, reimbursements, and awards. Process petty cash expenditures and travel-related forms. Gather data and create requisitions for independent contractors. Follow-through with invoices to Accounts Payable. (10%)
Maintain confidential records involving faculty and students concerning compensation and scheduling and other necessary matters. Manage files for faculty appointments, including sensitive promotion and tenure files. Process new or returning part-time lecturer appointments each semester. Annually process graduate fellowships, memos of assistance, and payroll forms for graduate students. Update and manage department listings in Student Information System and enter any changes, deletions, or additions to the course offerings for future semesters for the Schedule of Classes. Compile reports required by the College of Arts and Sciences and submit electronically, based on deadline set by the Registrar's Office. Maintain data throughout the academic year. (10%)
May authorize routine department expenditures, prepare or assist in preparing budgets, reconcile monthly expense statements, budget analysis/ forecasting, expense reports. Oversee purchasing for department; create requisitions and process journals. Approve hours for work study students. Interface with PVS systems each month and run electronic report. Monthly, reconcile Pcard transactions from all department Pcard holders and maintain receipts on file for future audits. Review monthly expense statements. Reconcile expense statements, bringing any discrepancies to the chair's attention. Assist in preparing budgets. Analyze pending expenses as related to allotment amounts remaining. (15%)
Organize, plan meetings, departmental agenda, etc. Oversee the scheduling of spaces in MPAC in coordination with the artistic director, managing director, production manager, and (if applicable) student groups. In addition, provide updated scheduling materials to faculty. (10%)
Coordinate workflow between departments as needed. Serve as a liaison with employees from Cleveland Playhouse. Work with faculty and administrators from other departments requesting to utilize the MPAC building or requesting assistance from faculty and staff for projects. (10%)
Involved with more complex/difficult matters involving productions as no two productions or production staff is the same. Handling emergency purchasing requests or other matters as needed by production (and approved by the artistic director, managing director, or chair). (10%)
 

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (5%)

CONTACTS 

Department: Daily contact with the department chair, faculty, and other staff. Weekly contact with the College of Arts and Sciences Dean's Office. Weekly contact with the College of Arts and Sciences Office of Administration and Budget for budget and appointment questions. Occasional contact with College of Arts and Sciences Information Technology Group.

University: Weekly contact with Accounts Payable for financial transactions, Independent Contractor appointments and requirements with E-Procurement. Weekly contact with Cashier's Office for revenue deposits and petty cash vouchers. Monthly contact with: development offices of college and university, Facilities Management for repairs/key requests, Human Resources for policies and procedures, Office of Student Employment regarding campus jobs, Registrar's Office for course roster issues, and Security and Access Services for parking/signage for theater patrons. Occasional contact with: Custodial Services for special building needs, Controller's Office for endowment accounting, Provost's Office for affirmative action, Office of Undergraduate Studies, Office of Graduate Students, Protective Services in the event of an emergency, and Mailing Services per project basis.

External: Weekly contact with miscellaneous vendors, sales representatives, and organization for the purpose of purchasing on behalf of faculty/staff and guest artists. Annual contact with Cleveland Playhouse to collaborate about distribution of stipends for the MFA candidates in the acting program.

Students: Daily contact with students, especially theater majors/minor to answer questions, provide support and assist with scheduling of projects. 

SUPERVISORY RESPONSIBILITY

Supervisory responsibility for the department's production support position. Indirect supervisory responsibility for department's production coordinator position. 

QUALIFICATIONS

Experience: 5 or more years of professional business experience required; background in arts management and/or theater administration experience preferable. University work experience desirable.

Education: High school education required; Bachelor's degree preferred.

REQUIRED SKILLS

Excellent communication skills: Understanding written sentences and paragraphs in work-related documents. Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Talking to others to convey information effectively.
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making. 
Ability to operate copy and fax machines to perform calculations and produce documents.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest. 
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors and customers face to face. 
 

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. The employee will be responsible for sorting mail into mailboxes.

Requirements

QUALIFICATIONS

Experience: 5 or more years of professional business experience required; background in arts management and/or theater administration experience preferable. University work experience desirable.

Education: High school education required; Bachelor's degree preferred.