Administrative Support for Office of Performing Arts

Job Description

Class Description

The purpose of this class is to provide professional level administrative support services for the Office of Performing Arts programs, including music, theatre, dance, film screenings, and special events.

Minimum Requirements

High school diploma/GED and five years related office experience or Associates Degree and three years related office experience required. Knowledge and experience using Microsoft Office applications required; must complete and pass Microsoft testing modules which includes Word and Excel and demonstrate the ability to type 30wpm. (Candidates with proof of current Microsoft Office Expert Specialist Certification do not need to test.) Experience working in performing arts and in higher education, preferred.

Class Specific Essential Duties

1. Assist and provide information to students, faculty, administrators and the college community.
2. Assist in planning meetings, special events, and with special projects.
3. Serve as liaison between department or program and other offices or organizations.
4. Research, analyze and process data into college systems.
5. Maintain records and files.
6. Answer, screen and direct telephone calls.
7. Compile reports, documents, forms and correspondence.
8. Create and track check requests, requisitions, work orders and other request forms.
9. Process and manage all relevant course, program and/or personnel paperwork.

Essential Job Duties are intended to be examples of duties and are not intended to be all inclusive. There will be other duties as assigned.

Position Specific Essential Duties

1. Oversee the daily administrative functions of performing arts programs and events, including scheduling, facilities coordination, and front-of-house operations.
2. Provide administrative support to the Performing Arts Department encompassing Theatre, Dance, Music, Film Screening, and other CCBC Arts events across the Essex, Dundalk, and Catonsville campuses, as well as CCBC partner organizations: Cockpit in Court, Dundalk Community Theatre, and Children's Playhouse of Maryland.
3. Provide oversight for the box office.
4. Provide budgetary and financial support by tracking expenses; processing transactions such as expense reports, reimbursements, and purchase orders; and working closely with the finance office to ensure proper tracking and reporting for internal departments and partner organizations. Support writing preparing grant applications and reports.
5. Work directly with department chairs and coordinators by assisting with scheduling, room reservation, budget creation and management, procurement of supplies and materials, event and licensing contracts.
6. Serve as a liaison between human resources, payroll, and budget supervisor to facilitate the hiring process, onboarding, and other human resource functions such as time reporting, I-9, Family and Medical Leave Act (FMLA), and contracts.
7. Responsible for event planning including sending invitations, scheduling, and submitting work requests to the plant operations department.
8. Support fundraising, marketing and audience engagement efforts for CCBC Arts and community theatre programs.
9. Provide information and assistance to students, faculty, administrators, vendors, renters, and members of the college community, and represent the department at internal meetings and in external communications.
10. Coordinate logistical and administrative aspects of events, meetings, special projects, and performances, including invitations and, scheduling.
11. Represents the department at regular internal college meetings, as well as fielding requests for information from outside vendors and potential renters.

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