"Administrative Assistant"

Administrative Assistant

Position, Department: Administrative Assistant, Operations

Type of Position: Full-time Hourly, Non-Exempt

Work Schedule, Hours per week: Monday-Friday, 8 a.m.-5 p.m., 40 hours per week

Pay Range: $18.15-$22.69 and determined based on relevant years of work experience.

Benefits Category: Full-time Benefits

Position Summary: The Administrative Assistant serves as administrative support for the Performing Arts/Midwest Trust Center Department.

Required Qualifications:

• One year of formal postsecondary education or equivalent required.
• Two years of related work experience required.
• Excellent telephone and customer service skills required.
• Willingness to occasionally be flexible with schedule desired.
• Proficient computer skills using Microsoft Office and Windows required.

Preferred Qualifications:

To be considered for this position we will require an application, resume, and/or cover letter.

*Unofficial transcripts are required for all Adjunct faculty and Faculty positions.

Position Details:

Job duties include but are not limited to:

• Executive Support: Support Executive Director, Midwest Trust Center/Performing Arts with travel arrangements, clerical support, mail and parcel delivery services, inventory control, and ITP coordination. Special projects as assigned by Executive Director, to include research, marketing, etc. Serve as primary contact on behalf of Executive Director for all artists and their representation (agents). Assist with artist services while artists are on-site. Maintain on-going partnership with Doubletree by Hilton Hotel-Kansas City/Overland Park, Drury Inn-Overland Park or other future hotel partners to provide reduced-rate hotel rooms for artists. Make occasional site visits of hotel properties to determine suitability for use in housing guest artists. Participate in special committees and task forces. Represent the Midwest Trust Center/Performing Arts across campus and to external partners. Travel may be required as necessary to complete special projects. Performance is acceptable when: a. Executive duties and special projects are completed with little supervision, high accuracy and on deadline. b. Requests from Executive Director are initiated and coordinated, with follow up with all parties until items are completed.
• Administrative: Support Midwest Trust Center Center/Performing Arts staff members - Marketing Coordinator, Director of Arts Education, Box Office Manager, Front-of-House Manager, Director of Operations, and Scheduling Coordinator - by acting as central clerical support, including accounts payable and receivable, travel arrangements, office supplies, mail and parcel delivery services, inventory control and ITP coordination. Support the department's financial management by tracking costs, keeping account balances, and running reports using the BANNER system. Contract management for all Midwest Trust Center Series and Arts Education events, up to 60 events per season: Route contracts to all appropriate personnel, track progress between agent/artist and JCCC from initial review through signing and execution. Upload executed copy to department Infoshare or preferred file-sharing site. Make all necessary arrangements with agents/road managers and/or artist's personal assistant for ground transportation, hotel reservations, and on-site artist hospitality, coordinating up to 60 events per season. Working with JCCC Procurement and Accounts Payable, process payment for artists and guest lecturers, determine/obtain proper IRS documentation for payment of Non-Resident Alien performers. Responsibility for campus-wide music license fees in compliance with the Federal Copyright act. Maintain up-to-date files with original music license. Receive renewals of music license agreements and facilitate reporting student enrollment, calculating fees and arranging for payment of fees to ASCAP, BMI & SESAC in cooperation with the copyright act. Serve as primary contact for Catering needs for all MTC events, including coordinating catering requests for artist hospitality, special events and receptions, bar service for public performances, and pre-show meals, serving 50+ events each year. Assist Scheduling Coordinator in entering, approving, and maintaining internal events in the College-wide EMS scheduling system. Create databases and filing systems, maintain records and develop and produce reports as needed or requested by staff. Maintain confidentiality of sensitive and/or privileged information by assuring security and appropriateness of both verbal and written communications, particularly in contract negotiation and other proprietary situations that arise. Performance is acceptable when: a. Administrative duties are completed with little supervision, high accuracy and on deadline. b. Contracts and payments to artists are processed accurately and on deadline. c. Office supplies cabinet is well-stocked and replenished as needed. d. Requests from staff are initiated and coordinated, with follow up with all parties until items are completed.
• Receptionist Duties: Fields and screens incoming calls, takes messages, makes appointments. Handles mail distribution to appropriate staff. Performance is acceptable when: a. Callers are greeted in a friendly and helpful manner. b. Calls are fielded and referred successfully, Messages are taken, appointments set or callers routed to voice mail. c. Mail is sorted accurately and distributed in a timely manner. d. The best customer service is always delivered, even when confronted with disgruntled patron or customer on the telephone or in person.
• Duties and responsibilities, as required by business necessity, may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing. Scheduling, shift assignments and work location may be changed at any time, as required by business necessity.