Office Coordinator - Visual and Performing Arts Department

About Clark University:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 graduate students to be imaginative and contributing citizens of the world and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

Job Description:

Basic Function: 

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.

Major Responsibilities: 

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
• Serve as support for faculty posting on Handshake and submitting work hire forms/time sheets
• Review all applicants and set up interviews with potential student candidate
• Hire and train students to work at busy front desk in the Traina Center
• Create, every semester, student schedule for evening office assistants
• 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

Requirements:

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/inventory: - e -procurement systems (ex. Smart Buy Plus), preferred
• Demonstrated ability to multi task while maintaining professional demeanor

Additional Information:

As of June 1, 2023 Clark University no longer requires employees or students to be vaccinated against COVID-19. However, Clark urges all community members to follow CDC guidelines for COVID-19 vaccination, which recommend that everyone stay up to date with COVID-19 vaccines including booster doses. This is important for your own personal health as well as the health of our community.

At Clark University, we are dedicated to building a workplace that celebrates diversity and fosters inclusion. We believe that diversity of experiences, perspectives, and backgrounds leads to a more innovative and productive work environment. Our commitment to diversity, equity, and inclusion is reflected in our hiring practices, employee development programs, and campus culture. 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, and tuition, along with 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 .

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

A successful background check is required upon acceptance.