"Administrative Assistants"

Administrative Assistants

Job Summary

The Department of Theatre seeks a highly organized, collaborative, and proactive professional to provide advanced administrative support to the Department Chair and oversee the daily operations of the Department's Main Office. This position plays a critical role in supporting the academic, recruitment, and operational functions of a dynamic theatre program with an active production season.
The successful candidate will join a department dedicated to excellence in undergraduate education and to fostering meaningful connections both on campus and within the broader artistic community. The Program Assistant supports key academic and administrative initiatives, including curriculum management, recruitment coordination, class scheduling in specialized instructional spaces, and the facilitation of complex faculty review processes.

Responsibilities

Key Responsibilities

• Collaborate with the Chair of Recruitment and Marketing/Communications to coordinate BFA recruitment and admissions activities, including data collection, data entry, list verification, and correspondence with prospective students and candidates.
• Maintain and analyze recruitment and departmental data using Excel; identify opportunities to improve workflows, communication, and operational efficiency.
• Serve as the primary point of contact for faculty, staff, students, and external inquiries.
• Manage academic scheduling processes, including class scheduling, permission code generation, and enrollment monitoring.
• Schedule department-wide meetings and manage the Department Chair's calendar.
• Oversee scheduling of department-owned classrooms and studios for non-production use, in coordination with Production Management.
• Facilitate departmental curriculum change processes in compliance with college and university policies.
• Partner with the Chair to disseminate essential administrative information to faculty, staff, and students.
• Act as a liaison for building-related matters, including key card access and maintenance coordination.
• Facilitate all faculty review processes, including the collection and organization of required materials.
• Support the planning and coordination of departmental retreats and meetings.
• Contribute to the development and maintenance of departmental policies, handbooks, and Canvas resources.
• Conduct special projects on behalf of the Department Chair.
• Schedule, coordinate, and oversee work assignments for office support staff.
• Maintain an organized, functional main office environment.
• Assist faculty and students with a variety of academic and administrative processes.
• Develop and maintain working knowledge of departmental, college, and university policies and procedures.

Additional Information

This job description is not intended to be a comprehensive listing of all duties, responsibilities, or qualifications. Duties may be assigned or modified to meet departmental needs.

Minimum Qualifications

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Department may hire employee at one of the following job levels:
Administrative Assistants, II: Requires at least 1 year of related experience.

Preferences

Demonstrated excellence in organizational and time management skills, with proficiency in Excel spreadsheets, data entry, and data analysis. Strong interpersonal communication and professional writing skills are required, along with proven problem-solving abilities to improve operations, communications, and policies. The ideal candidate is able to work independently, proactively anticipate requirements, and effectively support departmental needs.

Special Instructions

Please share a brief written sample (1-2 paragraphs) that reflects writing for higher education audiences-such as student communications or administrative content delivered to faculty and staff within a Research 1 University.

Requisition Number: PRN44255B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday-Friday 8-5
Department: 00079 - Theatre Department
Location: Campus
Pay Rate Range: 19.00-23.00
Close Date: 3/20/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/196436