Job Description

Office Coordinator

The School of Music, Theatre & Dance is seeking a highly motivated, organized, and enthusiastic individual to provide professional administrative support and manage the office of Walgreen Drama Center. Reporting to the Department Manager & Artistic Administrator, the Office Coordinator will support Walgreen Operations by being the point of contact for all guests, faculty, staff and students. The coordinator will provide support and consultation services to the Chair(s) of Musical Theatre and Theatre & Drama as well as assist faculty by providing training and assistance with overall process and procedures.

This position will work on campus Monday - Friday, hours to be determined by the Department Manager with occasional additional weekend hours to assist with department events as needed.

Responsibilities

This position is responsible for managing the day-to-day operations of the Walgreen Office and ensuring that faculty, student, staff, and prospective student needs are met in a timely and accurate manner. The Office Coordinator will provide integral structural support for the Departments of Musical Theatre and Theatre & Drama including developing, maintaining, and updating Department digital resources, databases, and calendars. The Office Coordinator oversees the logistics of the incoming student interview and audition process as well as campus visits for admitted students. This position will exercise initiative, independent judgment, diplomacy and have a service-oriented attitude, while using discretion and appropriate judgment regarding sensitive and / or confidential matters.

Office Management (60%)

• Serve as the primary point of contact for Walgreen visitors, faculty, staff, and students
• Greet and direct visitors, answer and direct emails and phone calls to the appropriate offices
• Maintain Walgreen email distribution lists, internal employee lists, and any other distribution lists as needed
• Develop and maintain process and reference documents for Musical Theatre and Theatre & Drama faculty, staff, and students
• Manage office supply inventory and order supplies as needed
• Represent the Walgreen Office to internal SMTD departments such as admissions, advising, finance, and scheduling to ensure operational needs of the Walgreen community are being met
• Hire, train and manage student office staff, including delegating tasks and verifying for quality and accuracy
• Create, maintain, and manage the Musical Theatre instrument inventory including creating and maintaining the reservation system and managing logistics
• Manage A/V and technical equipment in office and classroom spaces including set-up, troubleshooting, and coordinating with SMTD IT
• Support the departmental casting process by creating and organizing audition materials, maintaining casting databases, and overseeing audition sign-ups and submissions
• Provide backup support to other members of the Walgreen Operations team
• Other duties as assigned by the Department Manager

Chair and Faculty Support (20%)

• Prepare Chair(s) meeting materials and presentations for both Musical Theatre and Theatre & Drama; schedule and attend faculty meetings and take minutes; follow up on action items as needed
• Provide a high level of support to department Chairs including managing calendars, as needed
• Schedule meetings, which may include polls and/or emails to gauge availability and preferences of participants
• Manage venues, meals, A/V, and any other logistical needs for faculty retreats
• Manage travel arrangements for the Chairs of both Musical Theatre and Theatre & Drama
• Serve as the point of contact for faculty; train and assist faculty with process/procedures such as travel reimbursement process, timekeeping, and any other process where assistance is needed
• Manage logistics for faculty searches including collaborating with the search committee chair to develop an itinerary and schedule meeting times with the candidates, coordinate meals and parking, reserving spaces, and serve as a confidential point-of-contact for the candidate

Departmental Audition Support and Admitted Student Event Coordination (20%)

• Recruit, schedule, and train student volunteers for departmental auditions and interview days, as well as admitted student events.
• Manage logistics ensuring rooms and A/V are set for audition and interview days
• Collaborate with the SMTD admissions office to ensure audition spaces are scheduled; field calls and answer questions regarding auditions; manage travel arrangements associated with auditions
• Develop and manage itineraries for admitted student visit days including communicating with faculty to determine observable classes/lessons, scheduling meals, coordinating transportation, managing student volunteers, and preparing department swag and materials

Required Qualifications

• Bachelor's degree, or an equivalent combination of education and experience
• Minimum four years of progressively responsible office experience
• Demonstrated skill in handling highly confidential and sensitive information
• Strong decision-making skills, organizational skills, work, and time management skills
• Exceptional computer skills; Microsoft Word, Google Suite, electronic calendaring, spreadsheets, database programs
• Superior verbal, written, and electronic communication skills with keen attention to detail and accuracy
• Ability to anticipate and initiate action, multi-task and manage complex workloads in a fast-paced environment
• Self-directed with demonstrated ability to work in a team environment
• Demonstrated ability to work effectively with individuals from diverse communities and cultures
• Knowledge, understanding or experience working with the performing arts preferred

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

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