The Wietzenhoffer School of Musical Theatre is seeking an Administrative Coordinator. This position will provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day-to-day affairs, and most effective use of his time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director's absence. Greets guest, students and faculty. Maintains calendar for class schedule. Manage Director's electronic calendar, assessing priority of appointments and reallocation as necessary. Manage Director's travel arrangements (including visas/accommodation). Manage travel for domestic and foreign guest (artist or student). Process Director's correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate. Maintain Director's office systems, including data management and filing. Screen calls, enquiries and requests, and deal with them when appropriate. Assist Director in researching and following up with action on matters which fall within the Director's responsibility, chasing responses, triggering follow-up action. Produce documents, briefing papers, reports and presentations for the Director. Work with Shared Business Services Center to ensure accurate budgetary processes, reconciliation of expenses and purchases, foundation account requests, student stipends, and travel receipts. Track expenses/budget for departmental productions. Prepare/assist with show programs for departmental productions. Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers. Manage arrangements for meetings, including production/distribution of agenda and papers. Take faculty meeting minutes and distribute to Director for approval. Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events. Supervise all incoming/outgoing mail. Any other duties as may reasonably be required by the Director.

Essential Duties:

• Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day-to-day affairs, and most effective use of his time
• Handle sensitive and complex issues in a professional and objective manner
• Take initiative as appropriate, especially in the Director's absence
• Greet guests, students and faculty and assist them as needed.
• Maintain calendars for class/semester schedule
• Manage Director's calendar, assessing priority of appointments and reallocation as necessary
• Manage Director's travel arrangements (including visas/accommodation).
• Manage travel for domestic and international guests (artists or students)
• Process Director's correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate
• Process all payments/invoices for guest artists, musicians and other School-related expenses
• Maintain Director's office systems, including data management and filing
• Screen calls, inquiries and requests, and deal with them as appropriate
• Assist Director in researching and following up with action on matters that fall within the Director's purview & amp, chasing responses and triggering follow-up action
• Produce documents, briefing papers, reports and presentations for the Director
• Work with SBSC to ensure accurate budgetary processes, timely reconciliation of expenses and purchases, foundation account requests, student stipends, and travel receipts.
• Track expenses/budgets for departmental productions, maintain accurate budgetary records, and execute timely payment processing
• Organize meetings, preparing agendas, pre-meeting briefings and meeting papers
• Take minutes at faculty meetings and distribute to Director for approval
• Support communication with external relationships and stakeholders: Director's contacts, Donors, University personnel, College and Departmental officers and staff
• Conference facility, catering and accommodation personnel, Students, families and audience members
• Supervise all incoming/outgoing mail
• Assist with the design and selection of departmental computer programs
• Any other duties as may reasonably be required by the Director