Multidepartment Arts & Communications Admin Assistant

sju; Philadelphia (Philadelphia County); On-site; USD 30,000 - 33,000; Full time

Job summary

Saint Joseph's University seeks an Administrative Assistant for Communications, Art, and Music & Theatre to support department Chairs and faculty. You will manage departmental budgets, schedule classrooms and events, coordinate facilities, and assist with student employment and registration processes across multiple departments on campus.

The role is full-time (35 hours/week) with evening/weekend events as needed.

Qualifications

• Associate's degree and 1-3 years of experience in an administrative support role or an equivalent combination of education and experience.
• Mastery of Word, Excel, PowerPoint and internet search software; mail merge in Word and formulas in Excel are essential.
• Excellent communication skills (grammar, vocabulary) for telephone and written communications.

Responsibilities

• Manage building needs for three departments and classroom spaces.
• Maintain schedules for music spaces, concert spaces, and practice facilities.
• Support events (Music in the Great Hall, theatre performances) through scheduling, program and poster production, logistics, and calendar management.
• Coordinate logistics for departmental events, Open Houses, and First-Year Orientation.
• Assist chairs with equipment management including inventory/maintenance and student instrument rentals.
• Manage departmental budgets for three departments, including multiple accounts and a gift fund.
• Process reimbursements for guest speakers, artists, musicians and new suppliers.
• Order supplies and manage subscriptions for two departments.
• Assist with course scheduling in CourseLeaf; manage course cap manager and classroom changes; process overrides and advisor assignments in Banner.
• Update Course Leaf and Course Catalog descriptions and attributes for accuracy.
• Run Cognos reports for data tracking on major/minor counts and course completion metrics.
• Manage departmental Google Groups and digital communication channels.

Skills

MS Word

MS Excel formulas

Communication skills

Education

Associate degree

Tools

Banner

CourseLeaf

Workday

Job description

Saint Joseph's University seeks an Administrative Assistant for Communications, Art, and Music & Theatre to support department Chairs and faculty. You will manage departmental budgets, schedule classrooms and events, coordinate facilities, and assist with student employment and registration processes across multiple departments on campus.

The role is full-time (35 hours/week) with evening/weekend events as needed.