Department Administrator, Performing Arts

Philadelphia, PA, United States

Department Administrator, Performing Arts

Job no: 503346

Work type: Full-Time

Location: University City - Philadelphia, PA

Categories: Drexel University, Westphal College of Media Arts & Design

Job Summary

The Department Administrator serves as the primary contact person for the Department of Performing Arts. They handle all personnel paperwork for the department, monitors spending in 40 budget lines, schedules classes for the music, theatre and dance programs and assists the Department Head, 3 Program Directors, 11 full-time faculty, 4 full-time staff and 60 adjunct faculty as needed. The Department of Performing Arts is a busy office and this person should enjoy working with our students and faculty.

Essential Functions

Budget Management

Oversee accurate fiduciary records.

Supervise the completion and keeping of records of all check requests, invoice payments, purchase orders, credit card payments and travel forms.

Monitor all departmental accounts for budgeting, spending and accurate reconciliation online via Web Finance, including financial aid scholarships.

Distribute quarterly budget reports either via e-mail or conversation.

Complete various budget requests including adjunct, summer teaching and ensemble proposals.

Complete monthly purchasing card reconciliations and transaction reports.

Personnel Management

Complete all paper and electronic PAFs for adjuncts, student employees, temporary and casual employees, and summer faculty.

Gather all required documentation and paperwork for adjunct professors including resumes and new hire information.

Send out contracts, letters, and other needed documentation for all adjuncts, independent contractors, and grant managers both annually and on a term-by-term basis.

Supervise new Performing Arts Ensembles Administrator in creating and processing Per Diem hires and independent contractors for ensemble concerts/productions.

Assist Department Head/Program Directors in adjunct assignments.

Manage and maintain personnel records for all department faculty and staff.

Manage new staff hires.

Complete online job posting records in PageUp.

Contact applicants for screening and telephone interviews.

Administer department petty cash fund.

Department Scheduler

Complete annual galleys and quarterly revisions.

Work with Program Directors to complete annual course load projections.

Act as principal contact person with the Registrar's Office; attend required Registrar meetings.

Work with the Administrative Coordinator regarding student registration, including processing overrides and add/drop forms with Westphal Academic Advising or Academic Records as appropriate.

Work closely with Administrative Coordinator, Program Directors and Registrar's Office to meet various deadlines each term for exam scheduling, section balancing, course changes, course additions.

Department Duties

Maintain and develop working relationships with other academic major programs and University departments including, Registrar, HR, Research, Admissions, Financial Aid, Graduate Studies office, Provost Office, Procurement, Facilities, Event Services, and Westphal's Dean's and Student Services offices.

Supervise the Performing Arts Ensembles Administrator to coordinate ensemble concerts and event reservations in University-managed spaces by working closely with Event Services.

Secondary reviewer of marketing website information.

Assist in department projects on a regular basis.

Attend weekly meetings with Department Head and monthly meetings with department staff.

Attend University and College wide meetings and events.

Maintain a positive learning environment.

Required Qualifications

Minimum of a Bachelor's degree or equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)

Minimum of 3 years of experience in an administrative role.

Computer literacy with expert proficiency in Microsoft Office Suite and data analysis and reporting applications.

Strong organizational skills.

Ability to work independently and under limited supervision.

Strong relationship management skills

Strong oral and written communication skills.

Ability to manage and track multiple tasks and projects efficiently.

Ability to form relationships with a wide range of faculty, staff and offices.

Preferred Qualifications

Experience with music, theatre and dance.

Experience with Banner, Hyperion, and/or other University systems.

Knowledge of financial management.

Management and leadership skills.

Ability to represent the Department at College- and University-wide events.

Location

University City, Philadelphia PA

Additional Information

This position is classified as Exempt, grade K. Compensation for this grade ranges from $54,630 - $81,940 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

We encourage you to explore Drexel's Professional Staff salary structure and Compensation Guidelines & Policies for more details on our compensation framework.

You can also find valuable information about our benefits in the Benefits Brochure.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised: Jun 17 2024 Eastern Daylight Time

Applications close: Jul 16 2024 Eastern Daylight Time

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