Arts Office and Events Assistant

Union College; City of Schenectady (NY); On-site; USD 23,000 - 32,000; Full time

Benefits offered by this job

Generous Vacation, Sick, and Personal

Winter Recess Break

Healthcare: Medical, Dental, Vision

On-Campus Fitness Facility Access

403(b) Retirement Plan

Salary Continuation Disability

Tuition Exchange

Job summary

Union College's Arts Office and Events Assistant supports the Arts Department Coordinator and delivers administrative assistance for the Music, Theater and Dance, and Visual Arts programs in Schenectady. The role handles front-office tasks, event publicity, box office support, and supervision of work-study students.

This 10-month, non-exempt on-site position requires an Associate's degree with 3+ years of office experience, proficiency in Microsoft Office and Google Apps, and strong

Qualifications

• Associate's degree with 3+ years of office support experience and/or a combination of relevant education, training, certifications, and/or work experience.
• Excellent communication and organization skills.
• Knowledge of Microsoft Office Suite, Google Apps, comfortable learning new software systems.
• Familiarity with graphic design software and social media platforms.
• Ability to multitask and handle multiple projects with varying deadlines.
• Ability to work with a large and diverse group of individuals.

Responsibilities

• Support Arts Department Coordinator by being the first point of contact in the main office, successfully assisting visitors, and speaking knowledgeably about the Music, Visual Arts, Theatre & Dance department operations, courses and events.
• Publicize multiple overlapping events for the three departments every term (design and send emails, update websites, coordinate printing and posting of publicity materials, send press releases, etc.)
• Manage and oversee all Music and Theatre & Dance box office duties (manage tickets sales through Eventbrite website, hire, train and supervise work study students for box office, house manager and usher positions).
• Support three departments and a busy main office by purchasing and maintaining office supplies and equipment, booking hotel rooms, submitting work orders, room reservations, catering, and transportation requests, etc.
• Assist in managing the Main Office work-study students.
• Other related duties as assigned by Arts Department Coordinator and department Chairs.

Skills

Communication

Organization

Microsoft Office

Google Apps

Graphic design software

Social media platforms

Education

Associate's degree with 3+ years experience

Tools

Microsoft Office Suite

Google Apps

Job description

The Arts Office and Events Assistant performs administrative and clerical tasks, serves as a resource for, and supports the Arts Department Coordinator, to whom the position reports. Together they support the Music, Theater and Dance, and Visual Arts departments with day-to-day operations. The Arts Office and Events Assistant also helps prioritize and supervise several work study students.

Arts Office and Event Assistant

Work Days: Monday-Friday

Shift Start/End Time: 8:00am - 4:00pm, Flexibility to work occasional evenings for performance support.

Hours Per Week: 37

Weeks Per Year: 43 (September thru June)

Pay Status and Classification: Non-exempt, Regular Full-time. This is a 10 month position. This position is not eligible for relocation assistance or visa sponsorship.

Work Location: This position is an onsite role and is not eligible for a hybrid work schedule.

Supervisor: Arts Department Coordinator

Position Purpose:

The Arts Office and Events Assistant performs administrative and clerical tasks, serves as a resource for, and supports the Arts Department Coordinator, to whom the position reports. Together they support the Music, Theater and Dance, and Visual Arts departments with day-to-day operations. The Arts Office and Events Assistant also helps prioritize and supervise several work study students.

Essential Responsibilities and Duties:

• Support Arts Department Coordinator by being the first point of contact in the main office, successfully assisting visitors, and speaking knowledgeably about the Music, Visual Arts, Theatre & Dance department operations, courses and events.
• Publicize multiple overlapping events for the three departments every term (design and send emails, update websites, coordinate printing and posting of publicity materials, send press releases, etc.)
• Manage and oversee all Music and Theatre & Dance box office duties (manage tickets sales through Eventbrite website, hire, train and supervise work study students for box office, house manager and usher positions).
• Support three departments and a busy main office by purchasing and maintaining office supplies and equipment, booking hotel rooms, submitting work orders, room reservations, catering, and transportation requests, etc.
• Assist in managing the Main Office work-study students.
• Other related duties as assigned by Arts Department Coordinator and department Chairs.

Qualifications

• Associate's degree with 3+ years of office support experience and/or a combination of relevant education, training, certifications, and/or work experience.
• Excellent communication and organization skills
• Knowledge of Microsoft Office Suite, Google Apps, comfortable learning new software systems
• Familiarity with graphic design software and social media platforms
• Ability to multitask and handle multiple projects with varying deadlines
• Ability to work with a large and diverse group of individuals

Preferred qualifications:

• Understanding of, interest in, and passion for Arts events, including concerts, theater performances, and art exhibitions
• Experience working in, or managing, a theater or music box office

Compensation:

The expected rate for this position is $20.00 Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time
• Winter Recess Break in Addition to Paid Holidays (in accordance with policy)
• Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)
• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs
• Pre and Post Tax participation in a 403(b) Retirement Plan
• Salary Continuation Program in the event of Disability
• Tuition Exchange

Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).