Office Coordinator - Visual and Performing Arts

Clark University; Worcester (MA); On-site; USD 21,000 - 30,000; Full time

Benefits offered by this job

Paid time off

Retirement plan

Group health and dental insurance

Life insurance

Tuition

Campus amenities

Job summary

Clark University in Worcester, MA, seeks an Office Coordinator to support the Visual and Performing Arts department. You will serve as the first contact for faculty, staff, students, and visitors, manage the Traina Center front office, assist with course prep, and supervise student workers.

You will handle mail operations, equipment maintenance, and department communications, while coordinating with campus services and ensuring confidential handling of sensitive information.

Qualifications

• Bachelor's degree (preferred) or Associates degree.
• 2-4 years' professional office administration experience with strong customer service, required; higher education experience preferred.
• Background in the visual or performing arts, preferred.
• High proficiency with Microsoft Office Suite: Word, Access, Excel, Outlook.
• Excellent organizational and time management skills.
• Able to juggle multiple tasks with interruptions and maintain accuracy.
• Ability to meet deadlines with confidentiality and discretion.
• Experience with e-procurement systems (e.g., Smart Buy Plus) preferred.
• Demonstrated ability to multitask in a diverse workplace on campus.
• Must be able to lift 50 lbs and perform physical duties daily.

Responsibilities

• Act as first point of contact for the V & PA front office.
• Manage and coordinate front office operations in the Traina Center.
• Maintain professional front desk environment and direct inquiries.
• Assist faculty with course preparations and scheduling.
• Hire, train, and supervise student workers for the front desk.
• Oversee department mail operations and equipment maintenance.
• Support department cataloging, evaluations, and confidential COP files.
• Coordinate with Building Manager for student schedules and security proctors.

Skills

Customer service

Organization

Time management

Confidentiality

Communication

Multitasking

Attention to detail

Education

Bachelor's degree (preferred)

Associates degree

Tools

Word

Excel

Outlook

Access

Smart Buy Plus

Job description

Clark University

Location: Worcester, MA

Category: Staff and Administrators

Job Type: Full-time - Non Exempt

Job Description:

Reporting to the Department Administrator the Office Coordinator supports the day-to-day operations of the Visual and Performing Arts department. This position will provide administrative support to the V & PA department; will act as the first point of contact to faculty, staff, students, and visitors to the V & PA office in the Traina Center; will assist faculty with course preparations; will hire, train, supervise student workers in front office; will manage an oversee all mail services for department, manage and oversee all schedules and administration of C -Board, and schedule student workers for front desk. Additional administrative duties as necessary.

Department Office Coordination/Work

• Act as first point of contact in the V & PA front main office for faculty, students, staff, perspective students & families, and visitors to the Traina Center
• Manage and Coordinate V & PA front office in the Traina Center, home to 12 FT faculty, 12-15 PT faculty, and hundreds of students and visitors daily
• Maintain a professional environment at the front desk while juggling multiple tasks and inquires
• Direct public inquires to appropriate programs and University contacts
• Respond to V & PA written and electronic queries
• Coordinate and manage maintenance for department equipment (printers, scanners, copiers)
• Manage Flotech relations and offer support with contract and repairs
• Provide support to FT (20) and PT (40+) V & PA faculty with course preparations and manage the rerouting of any preparation work that needs to be sent up to the Resource Library, campus print shop, or off campus printer
• Manage and complete copying and scanning requests for faculty and staff
• Manage office supply levels and coordinate office supplies for department
• Assist Dept. Administrator in copying/filing and data of confidential COP cases
• Take and route facilities maintenance issues for Traina Center to proper University departments
• Manage and maintain files for all electronic course evaluations (UWTE)
• Maintain all departmental non-confidential files
• Other duties as necessary

Student Management

• Mange job postings in Handshake for student employment front desk position and other V&PA student positions when needed
• Serve as support for faculty posting on Handshake and submitting work hire forms/time sheets
• Oversee the keys to proctored spaces during work hours and hand out keys in accordance with the list of permitted students
• Review all applicants and set up interviews with potential student candidates
• Hire and train students to work at busy front desk in the Traina Center
• Create, every semester, student schedule for evening office assistants
• Collaborate with the V&PA Building Manager to create, every semester, student schedule for evening and weekend security proctors
• Monitor pre-set student worker budget for front desk workers
• Provide training and support for posting student employment on Handshake and with the submitting of student work hire forms in Interview Exchange
• Serve as proxy for Department Administrator on time sheet approval for all V & PA student workers (approximately 125 positions)

Department Mail Operations

• Manage and coordinate the transfer of all mail delivery to 92 Downing St.
• Manage all aspects of mail delivery from USPS and independent delivery services
• Manage and supervise mail delivery to all V & PA buildings
• Manage and coordinate schedule for USP and all independent delivery services to mirror work hours and building hours

Department C - Board Operations

• Manage and input all door schedules throughout academic year
• Serve as department contact with One Card office

Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus

Job Requirements:

• Bachelor's degree (preferred) or Associates degree
• 2-4 years' professional office administration experience with a strong customer service experience, required; experience with higher education, preferred
• Background in the visual or performing arts, preferred
• High level of proficiency with Microsoft Office Suite Products: Word, Access, Excel, and Outlook, required
• Excellent organizational and time management skills
• Proven ability to juggle multiple tasks with interruptions
• Proven attention to detail and methods for ensuring accuracy
• Proven ability to independently and effectively meet deadlines with frequent interruptions
• Experience with various technical data bases related to purchasing: - e -procurement systems (ex. Smart Buy Plus), preferred
• Demonstrated ability to multi task while maintaining professional demeanor
• Possess the ability to maintain confidentiality and discretion at all times; ability to handle sensitive information with confidentiality and tact
• Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus
• Must have ability to regularly lift 50lbs, bend, stoop and twist on a daily basis; able to stand, walk or sit for extended periods of time; able to climb stairs

Expected Hiring Range: $15.00 to $21.54 per hour

Pay Transparency Disclosure: The compensation for this position will be determined based on factors that include available budget, internal equity, and the selected candidate's qualifications, experience, education, and other job-related credentials. This range represents Clark University's good-faith estimate of the expected hiring range at the time of posting consistent with Clark's compensation philosophy and internal alignment.

At Clark University we believe that diversity of experiences, perspectives, and backgrounds leads to a more innovative and productive work environment. We welcome and encourage individuals of all backgrounds to join our team and contribute their unique ideas to help us achieve our goals.

Clark University offers a generous benefit package for full and, if applicable, part-time employees that include:

• paid time off
• generous retirement plan
• group health and dental insurance
• life insurance
• tuition
• use of many campus amenities

For a complete list of benefits for eligible employees visit here.

To review the Clark University Police Department Annual Security and Fire Safety Report visit here.

Equal employment opportunity, including veterans and individuals with disabilities.

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