Position Title Dance - Office Manager

Classification Title Hourly Full Time (1.0 FTE)

Benefits Eligibility

Department Dance

Job Description

• Answer incoming phone calls and general questions for the Dance Department and Dow Center
• Record minutes at weekly department meetings and type the final draft/email to faculty.
• Assist Dance faculty with correspondence and course materials.
• Proctor exams/classes, as needed
• Oversee prospective student campus visits and audition days for the department
• Type/design programs for student dance concerts
• File all student/faculty documentation
• Type/post (TV) all dance notifications (i.e. guest faculty appearances, sign-up sheets, auditions, etc.)
• Submit invoices and cash payment requests
• Assist Dance Department Chair in scheduling courses for each semester
• Assist Dance Department Chair in scheduling faculty workloads for each year
• Assist Dance Department Chair with changes/edits for college catalog revisions
• Assist Dance Department Chair with documents for state, regional, and national dance meetings/conferences/accreditors
• Coordinate accompanists work schedules for classes each semester
• Update and turn in semester course schedules to registrar’s office
• Book flights/hotels/conference reservations for faculty traveling for college business
• Reserve rooms for dance faculty/students ~confirm or deny studio (Dow 207,208,21,205, DeVos)
• Submit part-time faculty course-loads/information each semester
• Submit Work Orders for facilities’ needs and computer/phone issues
• Schedule videotaping department performances via Video Services
• Assist with institutional annual reporting, NASD reports, and additional department information as needed by the Dance Department Chairperson
• Submit materials through Copy Works
• Make updates to Dance Department website, social media, and annual student handbook
• Organize and file documentation for annual student assessments and adjudications
• Serve as Lead Coordinator/Scheduler for Dance Department Audition Dates: DAA day facilitator/tour
• Coordinate/set appointments with dance scholarship auditions.
• Coordinate prospective students' dance visits with dance faculty.
• Correspond with prospective students regarding visits/auditions in collaboration with Department Chairperson
• Work with scheduling dance students to meet and greet prospective students
• Coordinate and track students who have applied for, and received, DeLong Grant Applications.
• Assist DeLong Grant applicants with coordinating registration fees, flights, lodging, etc.
• Order all office supplies
• Organize piano tunings

• Send communications to Dow Center members
• Assist Dow Director in communicating changes in hours, break schedules, etc. via various campus communication platforms (website updates, digital screens, campus emails, member emails, etc.)
• Oversee Dow Center memberships – payments, membership renewals, campus safety communication for building access, IDs, and reporting
• Oversee the membership database. (Formerly MaxGalaxy, now MIS.IO)
• Assist student workers when the Dow Director is out of the building.
• Assist in approving building access requests (along with the director)
• Assist with ordering service items
• Answer Dow phone and keep voicemail up to date with hours and other necessary info
• Check Dow email (and forward questions that need to be handled to the director)
• Handle mail for Dow, Dance, Intramurals, and Health Clinic.
• Assist with building oversight when Dow Director is away from campus, most often occurring during the spring and summer months.
• Coordinate with the Events and Conferences Offices on logistics necessary for group rentals, as well as internal and external reservations.
• Occasionally respond to emergencies after hours (for example membership software issues).
• Assist Dow Director with other duties as necessary.

• Occasional administrative support for Dance Faculty, Head Swim Coach, Intramural Director, and the Wellness Coordinator with other duties as necessary.

Qualifications

• High school diploma required, bachelor’s degree preferred
• Excellent grammar, proofreading, & writing skills
• Strong interpersonal communication skills
• Ability to work with minimal supervision; willingness to take initiative, prioritize work and multi-task
• Mastery of Microsoft Office, Google suite, Adobe suite (preferred), and Canva(preferred)
• High competency and comfort in a variety of software programs needed for recruiting, memberships, marketing, social media, and overall efficiency in completing the necessary duties of the position.

Physical Demands

Pre-employment Screenings

Posting Number 2023-330SR

Job Posting Open Date 10/01/2025

Job Posting Close Date

Open Until Filled Yes

Is this position available for sponsorship No

Special Instructions to Applicants