Utah State University Hiring for Staff Assistant III at Logan, Utah Full Time

The Theatre Arts department seeks a self-motivated, highly organized and experienced individual to serve as Staff Assistant III. The Staff Assistant III will perform a variety of administrative support and/or secretarial duties for the Theatre Department.

Receptionist Duties:

• Answer telephones, greet students, faculty, and visitors, and respond to inquiries-directing them to the appropriate faculty, staff or department when needed.

• Maintain a friendly, helpful, positive atmosphere in the Department office for visitors, students and faculty.

• Provide general office support for the students, Department and Lyric Rep.

• Ensure copiers and printers are stocked with paper and toner, and in good working order – working with service contract provider when repairs are needed

• Maintain daily schedule of department spaces. Provide building rep weekend schedules if spaces need to be opened for student use.

Academic Duties:

• Create, maintain, and update all administrative and participation student records & files.

• Work with faculty to compile and submit all textbook & course materials orders each semester.

• Coordinate course evaluations as needed

• Maintain department files of course syllabi each semester. Ensure website has updated information as needed.

• Process and file all needed academic course related forms (add/drop, change of grade, etc.).

• Assist area heads with planning and implementation of curriculum changes as needed working with the university Curriculog system.

• Maintain the accuracy of department information, courses, and academic plans in the general catalog.

• Maintain the accuracy of department advising sheets, working with area heads on needed corrections.

• Assist students with registration questions or information as needed.

• Work with area heads as needed to monitor student GPA’s and coordinate probation documentation with Department Head as necessary.

• Assist with department scholarship process – ensure recipients follow requirements (application, maintaining GPA, participation, thank you letters, etc.).

• Assist with coordination, scheduling and materials for recruitment events and trips.

• Assist with the coordination of the graduate program; attend GPC meetings; disseminate information and changes to faculty and students as needed, assist students with form submittal and questions, implement changes to department processes as needed.

Administrative Duties:

• Provide secretarial and primary administrative support to the Department Head/Artistic Producer of the Lyric Rep.

• Assist with guest artists as needed.

• Responsible for day to day operations of the department office, including equipment maintenance and supplies, office supplies for department and faculty use, collecting and distributing mail each day, and scheduling of department spaces by faculty and students.

• Responsible for initial p-card receipt entry for UST and Lyric Rep production expenses in Service Now – ensure receipts are turned in daily by each shop and given to the production coordinator to put into the budget and process them on a regular basis.

• Assist with academic, production or recruitment materials as needed, and maintain production archives.

• Responsible for maintaining donor records and files for both the department and Lyric Rep, ensuring thank you letters are sent to donors in a timely manner, and providing current donor lists for production programs. Assist Department Head or Lyric Rep Associate Artistic Director on donor needs as requested.

• Working with the Department Head and budget officer, assist with data collection and entry for yearly NAST report, and assist with department self-study as required.

• Will have seasonal assignments for Lyric Rep based on need (e.g. coordinator of volunteers, concessions operations).

• Monitor and update Department and Lyric Rep information on websites and other social media as requested. May need website training if in-house updates are required.

• Keep student databases and listservs up to date.

• Create and disseminate weekly newsletter for the department.

• Record minutes for department meetings.

• Assist in organizing department retreats.

• Keep Box folders/files up to date and organized.

• Other duties as assigned.

Minimum Qualifications:

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree; or an equivalent combination of education and experience is required.

• Excellent organization and time management skills, with attention to details and accuracy.

• Ability to work with a wide variety of individuals and situations.

• Demonstrated ability to calmly handle stressful situations in a professional manner.

• Good interpersonal and communications skills, written, and oral.

• Ability to multi-task and work with minimal to no supervision, as well as function as a part of a team.

• Ability to take direction and complete assigned projects in the time allotted.

• Working knowledge of computers, including word processing and spreadsheet programs.

• Experience with office equipment such as phone systems, fax, and copy machines.

Preferred Qualifications:

• Demonstrated knowledge of theatre operations.

• Knowledge of basic accounting.

• Some knowledge of Utah State University programs and policies, including Banner experience.

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2. Cover Letter to be typed/pasted at the end of your application

3. Names and contact information for three professional references to be entered at the beginning of your application in the Candidate Profile

Document size may not exceed 10 MB.

Commensurate with experience, plus excellent benefits

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

The Department of Theatre Arts is comprised of 10 full-time faculty plus adjuncts, 5 graduate students, 100 undergraduates. The department offers BFA degrees in Performance, Design, and Theatre Education; a BA in Theatre; and MFA degrees in Costume, Set, and Lighting Design. The BFA mission is to prepare students for graduate school or professional careers as performers and designers. The department administers the Lyric Repertory Company, a professional summer repertory theater housed in a Victorian theater located in downtown Logan.

The Caine College of the Arts seeks to make the arts more visible, more innovative, and more fully integrated into the intellectual life of Utah State University and the communities it serves. The Caine College of the Arts is a collaborative community, representing the collective strengths and voices of the arts and offers a means for connecting people and programs. The Caine College of the Arts offers: a visiting artist program that brings to campus nationally renowned artists and designers, award-winning faculty members, a world-class performance hall, internship assignments with prominent artists and designers, and international study opportunities. The Caine College of the Arts includes the Departments of Art + Design, Music, and Theatre Arts, and is closely affiliated with the Nora Eccles Harrison Museum of Art on the USU campus.

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,700 students (24,660 undergraduates and 3,040 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 114 undergraduate majors, 132 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Alison Adams-Perlac, [email protected], Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, [email protected], Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, [email protected]

U.S. Department of Education, Denver Regional Office, 303-844-5695, [email protected]

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

Requisition ID: 2021-4065

Street: 8800 Old Main Hill

Post End Date: 8/28/2021

Job Classification: Non-Exempt

Percent of Time or Hours per Week: 40 hours per week