Program Assistant, Music and Theatre

University of Arkansas at Fort Smith; Fort Smith (AR); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life insurance

Disability insurance

Tuition waiver for employee and family

12 official holidays

Retirement program with university (%)

Job summary

The University of Arkansas at Fort Smith is seeking a detail‑oriented Administrative Support Specialist to manage the daily operation of the Music and Theatre office. You will handle calendar management, event coordination, and student worker supervision to keep programs running smoothly.

You will also support faculty and staff with travel, purchasing, and general clerical tasks, while maintaining departmental records and budgets.

Qualifications

• Minimum qualifications include a high school diploma or equivalent; plus one year of specialized training and/or experience in a related clerical field.
• Preferred: Associate degree or higher in office administration or business administration.
• Experience with calendar management, travel arrangements, and budgeting is desirable.
• Strong computer and organizational skills required; ability to handle confidential information.

Responsibilities

• Manage daily operation of the Music and Theatre office and provide clerical support.
• Coordinate events, maintain calendar, and assist in student recruiting and budget reporting.
• Support faculty with travel, purchases, and office supplies; manage department records.
• Attend department meetings, take minutes, and supervise student workers.

Skills

Data entry

Spreadsheet

Word processing

Phone etiquette

Discretion

Teamwork

Communication

Multitask

Education

High school diploma

Associate degree or higher

Tools

Workday

Travel software

Job description

Type of Position:

Staff - Management, Supervisory

Workstudy Position:

No

Job Type:

Regular

Work Shift:

Day Shift (United States of America)

Sponsorship Available:

No

Institution Name:

University of Arkansas at Fort Smith

University of Arkansas – Fort Smith

The University of Arkansas - Fort Smith is a dynamic, mid-sizedpublic university that’s redefining higher education. We’re on amission to provide transformative, hands-on learning experiencesfor students of all backgrounds and aspirations. Our multi-facetedapproach to education offers a wealth of opportunities, with over70 academic programs, including certificates, associate,bachelor’s, and master’s degrees. We’re committed to building adiverse community that mirrors Arkansas’s rich tapestry, reflectingour dedication to serving the state’s varied population whileenhancing the quality of our institution.

As an employer, the University of Arkansas offers a vibrant workenvironment and a workplace culture that promotes a healthywork-life balance. The benefits package includes universitycontributions to health, dental, life, and disability insurance,tuition waivers for employees and their families, 12 officialholidays, immediate leave accrual, and a choice of retirementprograms with university contributions ranging from 5 to 10 percentof employee salary.

Fort Smith, Arkansas

Nestled along the Arkansas River, this vibrant city offers a perfect blend of history, culture, and natural beauty. Immerseyourself in the rich heritage of the Old West at the Fort SmithNational Historic Site, explore the eclectic local art scene, or take a scenic stroll along the picturesque riverfront trails. With a welcoming community, diverse dining options, and a thriving downtown, Fort Smith is the ideal destination for historyenthusiasts and those seeking modern amenities.

Department:

Music and Theatre

Summary of Job Duties:

Manage the daily operation of theDepartment of Music and Theatre office by providing specific andgeneral administrative and clerical support. Additionally, thisposition works to enhance and maximize the efficiencyand effectiveness of the music and theatre programs by managing thecalendar of events, maintaining public relations by representingUAFS through the coordination of events and student recruiting, andhelping to oversee the five student worker positions needed to helpthe department operate. This position reports to the DepartmentHead of Music and Theatre.

Qualifications:

Required Education and/or Work Experience:

Minimumqualifications include a high school diploma or equivalent; plusone year of specialized training and/or experience in a relatedclerical field. Other job-related education and/or experience maybe substituted for part of these requirements.

Preferred Education and/or Work Experience:

Associate degreeor higher in office administration or business administrationand/or experience in a related field is preferred.

Essential Job Duties and Responsibilities:

40% Administrative support – Department of Music and Theatre

• Enter course schedule information into UAFS database.
• Prepare textbook orders; arrange desk copies, other bookadoptions matters as assigned.
• Maintain knowledge of current college and university policiesand procedures.
• Perform miscellaneous clerical and administrative support tasksto assist the department head, such as managing their calendar,sending out departmental memos and reminders.
• Prepare and process requisitions and other financial documents,such as request to pay forms. This includes relevant paperworkconcerning university travel.
• Helps in organizing the scheduling of room usage in thebuilding.
• Manages office, music librarian, and recording technicianstudent worker needs.
• Manage incoming student audition information, scholarshipoffers, and student files.
• Assist in maintaining, tracking, and reporting on thedepartmental budget.
• Attend training on various aspects of the job, such as usingthe university travel software, when requested.
• Attend and take minutes for all department meetings.

20% Administrative support – Faculty

• Prepare travel arrangements, travel requests, and travelreimbursements using Workday.
• Serve as a contact for students who are trying to locateclasses or their professors’ offices by phone and/or posting signson classrooms & offices.
• Prepare supply orders and purchase supplies.
• Maintain office equipment and supplies.
• Order purchasing for the department approved by the departmenthead.
• Enter Load Sheets and Period Activity Pay (PAP) informationinto Workday.

5% Clerical Support

• Performs basic reception and clerical duties includinganswering phones, greet, direct and provide general information foremployees, parents, and students.
• Review, sort, and distribute mail. May draft written responsesor replies by phone or email when necessary. Responds to requestsfor information.
• Create bulk mailings to be sent out to local schools,prospective students, etc.
• Maintain records, including adjunct instructor and contractedprofessional musician information, departmental student jury forms,student audition forms, and student equipment/instrument checkout
• Enter requests to update, fix, or maintain departmentalfacilities or in support of faculty office moves
• Prepare duplication tasks per request
• Conduct annual inventory of equipment

35% Event/Production Management and Coordination

• Reserve performance space on campus
• Coordinate contracts for off campus performance space
• Coordinate compensation for hired musicians, sound technicians,costume designers, guest artist, and full-time faculty
• Purchase music and print/duplicate as necessary
• Pay royalty fees
• Coordinate instrument and equipment moves both on and offcampus
• Coordinate and manage the online calendar of events (bothuniversity and departmental), including the addition of studentevents throughout the academic year
• Proofread spelling, grammar, and layout of publicrelations/concert posters and coordinates acquisition of promotionmaterial
• Manage concert program creation and proofing, campusadvertising, and concert audio/video recording
• Coordinate ushers/greeters with ticket scanners for allperformances
• Track registration and payment information for two summer campseach year
• Provide all office support for summer camps including (but notlimited to) marketing, duplication, name badges, program creation,t-shirt sizing and ordering, meal counts and payments, paying allcamp workers

Other Job Duties and Responsibilities:

• This description is not designed to cover a comprehensivelisting of activities, duties and responsibilities that arerequired of the employee for this job. Duties, responsibilities,and activities may change at any time, with or without notice.
• Other duties as assigned.

Responsible for maintaining a positive work atmosphere by actingand communicating in a manner to foster teamwork and by providingleadership to subordinates. Requires consistent on-timeattendance.

Knowledge, Skills, and Abilities:

• Ability to communicate effectively with students, faculty, andstaff;
• Strong computer skills, including data entry, spreadsheet, andword processing programs;
• Ability to learn new tasks quickly and to seek appropriate helpand training when confronted with new tasks;
• Strong phone etiquette skills;
• Ability to handle confidential material with absolutediscretion;
• Ability to function successfully within a complex andpotentially stressful environment, while maintaining accuracy andattention to detail;
• Professional demeanor;
• Ability to edit for grammar, correctness, style, and audience;
• Knowledge of general office procedures;
• Ability to operate standard office equipment;
• Ability to extract and organize information
• Ability to multitask and prioritize;
• Ability to work effectively in a team environment

Working Relationships:

Position requires regular contactwith college/university staff and faculty, students, and thepublic.

List Employees Supervised:

none

Special Job Dimensions:

Work performed primarily in anoffice setting. While performing the duties of this job, employeeregularly exhibits digital dexterity when entering data intocomputer, sits for extended periods of time, and occasionallystands and walks. Vision demands include close, relatively detailedvision when focusing on a computer screen. Employee regularly talksand hears. Employee occasionally lifts items up to ten (10) pounds.Normal working hours are 8:00 a.m. to 5:00 p.m., Monday throughFriday. Extended hours may be occasionally required.

Background Check Requirements.

Position may requirebackground check at the discretion of UAFS.

Salary Information:

$33,000/year

Required Documents to Apply:

Cover Letter/Letter of Application, List of three ProfessionalReferences (name, email, business title), Resume,Unofficial/Official Transcript(s)

Recruitment Contact Information:

HR
479-788-7080

Pre-employment Screening Requirements:

Child Maltreatment,Criminal Background Check, Motor Vehicle Reports Check

Constant Physical Activity:

Grasping, Hearing, Manipulateitems with fingers, including keyboarding, Repetitive Motion,Standing, Talking, Walking

Frequent Physical Activity:

N/A

Occasional Physical Activity:

N/A

Benefits Eligible:

Yes