Administrative Assistant — Arts & Theatre Operations

Saint Joseph's University; United States; On-site; USD 30,000 - 33,000; Full time

Job summary

Saint Joseph’s University is seeking an Administrative Assistant for Communications, Art, and Music & Theatre. This full-time role supports department Chairs and faculty, coordinating budgets, facilities, student employment, and scheduling across multiple departments on campus.

The ideal candidate is highly organized with strong Word/Excel/PowerPoint skills, experience with course scheduling systems, and excellent communication abilities. Evening/weekend events may be required.

Qualifications

• Associate’s degree and 1–3 years of administrative support experience.
• Strong Word, Excel, PowerPoint; proficient mail merge and Excel formulas.
• Excellent written and verbal communication skills.
• Preferred: experience with Banner, CourseLeaf, and Workday.

Responsibilities

• Manage building needs for three departments and related classrooms.
• Maintain schedules for music spaces, practice rooms, and events.
• Support event scheduling, program and poster production, and calendar management.
• Coordinate departmental events, Open Houses, and orientation programs.
• Oversee equipment, inventory, student instrument rentals, and budgets.
• Process reimbursements and order supplies for three departments.
• Assist with class scheduling in CourseDog; manage course cap changes.
• Update Course Leaf descriptions and run Cognos reports for metrics.
• Manage Google Groups and coordinate student workers and adjunct onboarding.

Skills

Excellent communication

Organizational skills

Scheduling

Education

Associate’s degree

Tools

Word

Excel

PowerPoint

Mail merge

Banner

CourseLeaf

Workday

Job description

Saint Joseph’s University is seeking an Administrative Assistant for Communications, Art, and Music & Theatre. This full-time role supports department Chairs and faculty, coordinating budgets, facilities, student employment, and scheduling across multiple departments on campus.

The ideal candidate is highly organized with strong Word/Excel/PowerPoint skills, experience with course scheduling systems, and excellent communication abilities. Evening/weekend events may be required.