Admin Support III – Dance

Salary: $37,879.00 – $47,348.00 Annually

Location : 800 W University Parkway, Orem

Job Type: FT Nonexempt Salaried Staff

Job Number: FY2401797

Division: School of the Arts

Department: Dance

Opening Date: 10/19/2023

Closing Date: 11/5/2023 11:59 PM Mountain

Required Documents Needed to Apply: Resume

Applicant Support: 1-855-524-5627

Support@schooljobs.com

Position Announcement
This position is vital in providing administrative support to the department chair and faculty members in the Department of Dance. Performs advanced administrative support duties, including, but not limited to:

• Answering department emails.
• Maintains confidentiality.
• Receives and electronically files Activity Participation Agreements (APA) forms, checking them for accuracy before filing.
• Composes routine correspondence and obtains information requiring knowledge of policies/procedures of both assigned and work-related areas.
• Provides support to the department faculty and the school’s administrative staff.
• Coordinates department financial activities, including reconciling indexes, budget balancing, preparing, and submitting ePAF’s and eSAF’s on staff and adjunct faculty members, and new hire paperwork.
• Manages the Payroll process, including preparation, submitting, monitoring, and maintaining accurate and complete payroll records.
• Schedules appointments/meetings, attend when appropriate, assists with preparing agendas and handouts, and keeps accurate meeting minutes.
• Prepares/submits independent contractor agreements, requisitions and tracks purchase orders.
• Schedules all company and faculty/student practices and rehearsals in the Rebecca Lockhart dance rooms through Academic Scheduling and 25Live. When dance classes are displaced from the Noorda Performing Arts Center rooms NC 601 and 602, schedule alternative spaces for the classes to meet.
• Orders supplies for the unit. Maintains inventory and maintenance of office equipment and supplies.
• Schedules, cancels and confirms dance physical therapy appointments.
• Prepares/submits course book orders.
• Handles travel arrangements on faculty/staff searches. Provides parking validation codes for guest artists via Passport Parking, giving instructions.

Summary of Responsibilities

• Provides advanced and confidential administrative support for the department chair and faculty of the Department of Dance. Organizes meetings, schedules rooms, attends when appropriate, and keeps accurate minutes. Assists with the preparation of agendas and handouts. Schedules all company/faculty/student practices and rehearsals in the Rebecca Lockhart dance rooms through Academic Scheduling and 25Live. When dance classes are displaced from the Noorda Performing Arts Center rooms NC 601 and 602, schedule alternative spaces for the classes to meet. Receives and electronically files APA forms, checking them for accuracy before filing.
• Prepares/submits independent contractor agreements, requisitions, and tracks purchase orders. Prepares and manages unit budgets and maintains the unit’s files, inventories, ordering, receiving, billing distribution, monitoring, and reconciling expenditures. Oversees the payroll process, including the preparation, submission for part-time faculty and staff, requisitions, purchase orders, travel, index tracking and reconciliation, budget balances, etc. Provides parking validation codes for guest artists. Makes travel arrangements for faculty/staff searches and department chair.
• Schedules, cancels, and confirms dance physical therapy appointments. Prepares/submits course book orders. Handles composing routine correspondence and obtaining information requiring knowledge of policies/procedures of both assigned and work-related areas. Informs students, faculty, and the public of departmental and university services available. Handles incoming calls and walk-in traffic, providing correct and accurate information. Explain the policies and procedures to employees, residents, visitors, government agencies, etc.
• Assists in the advertisement of events and meetings. Assists with projects and serves on committees within the institution, as assigned.

Minimum Qualifications
Graduation from an accredited institution with a bachelor’s degree related to the Summary of Duties or any combination of education and/or experience totaling four years.

Preferred Qualifications
Two years of experience related to the Summary of Duties in higher education. Knowledge of accounting and budgets is highly desired. Working knowledge of computer programs, especially MS Word, Excel, Outlook, Quicken, or Quick Books.
Knowledge, Skill, and Abilities

• Knowledge of office methods, techniques, practices and procedures, computer software applications, including word processing, spreadsheets, emails, and databases
• Knowledge of best practices in events, correspondence, and appropriate matters of etiquette in various settings.
• Knowledge of University policy and procedures.
• Knowledge of budget spending and reconciling.
• Skills in-office methods, techniques, practices, and procedures.
• Skills in using computers and computer software applications, including word processing, spreadsheets, email, databases, and presentations.
• Skills in record management.
• Skills in preparing and interpreting reports, charts, graphs, and tables.
• Strong interpersonal, problem-solving, and decision-making skills.
• Exceptional customer service orientation and phone skills.
• Ability to perform a variety of administrative support duties with minimum supervision.
• Ability to follow verbal and written procedures and instructions.
• Ability to communicate effectively, verbally, and in writing.
• Ability to meet and interact with people of diverse backgrounds.
• Ability to work independently on a multi-task level, prioritize and follow projects through to successful completion.
• Ability to maintain the confidentiality of highly sensitive information.
• Ability to plan and anticipate potential changes and act accordingly.
• Ability to enact strategic changes affecting multiple stakeholders, including high-level university leadership.

EEO Statement:

UVU employment decisions are made on the basis of an applicant’s qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

Utah Valley University’s dedication to exceptional care offers quality service and benefits to employees while staying committed to meeting the needs of a diverse workforce.

UVU is pleased to offer a competitive and comprehensive benefits package that supports employees and their family’s overall physical and mental health, protects their income in case of unforeseen illness and life events, and assists in building financial security for retirement and the future.

Highlights from Utah Valley University’s benefits package include:

• Medical network and plan options with low employee premiums
• Employer HSA contribution for those that elect the university’s High-Deductible Health Plan
• Other tax advantage, reimbursement account options (i.e. Flexible Spending Account & Dependent Care)
• Dental and vision plan options
• Incentivized wellness program
• Employer paid basic life, Accidental Death and Dismemberment (AD&D), and Long Term Disability (LTD) coverage
• Employee Assistance Program (EAP)
• 401(a) Defined Contribution Plan with an employer contribution of 14.2% based on employee’s compensation (100% vested on first day of full-time employment)
• Undergraduate tuition remission benefit waiving up to 18 credit hours (each semester) for employees and their eligible dependents (spouses & children dependents unmarried and up to age 26)
• Generous leave package which includes sick, vacation (staff only), and personal leave; 13 paid holidays; paid medical maternity and parental leave

For more information about the benefits offered, visit

01

What is your highest level of education?

• High School or equivalent
• Associates
• Bachelors
• Masters
• Ph.D.
• Ph.D. (abd)
• Juris Doctorate

02

How many years of experience do you have in this type of position?

• 0-1
• 2-3
• 4-5
• 6-7
• 8+

Required Question