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Administrative Assistant

Job Summary

**Note:** To be considered for this position, candidates must include a cover letter specifying their interest in and qualifications for this position. The cover letter should be the first page of your resume and uploaded as one document.

As a comprehensive performing arts school set in one of the world's finest public institutions of higher education, the School of Music, Theatre & Dance (SMTD) is deeply engaged in the creation, practice, scholarship, and pedagogy of music, theatre, and dance. We aim to provide leadership, nationally and internationally, in all three fields. We assert and celebrate the value of the arts to the mission of the University of Michigan. We welcome all people to our performance halls and strive to enable them to safely use, visit, and enjoy our spaces.

University Productions (UProd) creates nine fully staged productions each year in dance, musical theatre, opera and theatre. University Productions also manages five major performance spaces on behalf of the university.

The UProd. Administrative Assistant will provide a variety of professional and administrative duties to support University Productions, including administering financial functions that support for two departments, Production and Facilities. The Administrative Assistant is the first point of contact for UProd., interacting with faculty, staff, students and the general public. This position will partner with the Administrative Specialist to ensure a high level of coverage for transactional work.

Responsibilities*

Customer Service

+ Serve as the first point of contact for UProd., greet guests, answer inquiries received from faculty, staff, students, performance hall users, and general public; direct questions to the appropriate staff; be knowledgeable about the current season of productions and concerts.

+ Manage lost and found. As needed, collect lost & found items from all performance halls on central campus and bring them to a central repository. Assist patrons looking for lost items.

+ Liaise with Facilities Manager to understand urgent work requests in performance halls; when facilities staff are not available, direct Plant personnel to the area where work is to be performed.

Administrative Operations

+ Create requisitions, purchase-orders, supplier-maintenance requests, Accounts Receivable requests, SSC inquiries upon request from Facilities and Production Departments.

+ Order materials via Marketsite+ upon request from Facilities and Production Departments.

+ Serve as cash depositor for facility deposits, and costume-rental checks, etc.; maintain log of deposits. Collect cash from the cash handler, prepare a deposit ticket and deposit cash. Walk deposits to deposit locations and make physical deposits.

+ Pick-up and distribute campus mail and deposit outgoing mail into USPS mailboxes.

+ Prepare and maintain staff directory.

+ Arrange pick-ups and accept deliveries from UPS, FedEx, USPS, and other freight companies; notify appropriate staff.

+ Manage ordering and maintain inventory of office and copier supplies for the UProd. administrative offices, as well as for the production offices upon request. Ensure efficient office operations, including but not limited to copier/scanner/fax, shredder, water cooler, coffee machine, paper products, etc. Call vendors for service as needed and alert the Information Systems Manager when malfunctions involve internet connectivity and technology.

+ Take projects initiated by the Executive Director and bring their related paperwork to completion (such as letters of agreement, payment mechanisms, logistical arrangements, data collection).

+ Assist with check out, pick-up, and tracking of scripts by students and other production team members.

+ Assist Facilities Manager with updating the SMTD Scheduling System once the monthly calendars are published. Enter work-order numbers into the UProd. Scheduling System. Enter the upcoming month's events into Virtual Time Clock; deactivate old events. Attend annual Scheduling Meeting and take notes for later input into the UProd. Scheduling System.

+ Assist Facilities Manager with the posting of costs to Excel spreadsheet for each event in order to provide a profit/loss statement for each event.

+ Assist with preparation of materials for Service Unit Billings (SUB's) when requested. Monitor receipt of theatre rental revenues via SUB's and assist with checking Statements of Account.

+ Assist with inquiries regarding basic information about the performance halls. Refer all other questions to the Facilities Manager.

+ Assist with maintaining records of facility improvements and maintenance projects, including material specifications, vendors, contractors, costs and installation dates, so that this information may be utilized in similar, future projects.

Miscellaneous

+ Schedule volunteer ushers for approximately 70 performances per season. Use Sign-Up Genius or similar software to schedule ushers. Organize & manage the usher email group. Maintain the database of usher names. Help to retain current ushers and to recruit new ones.

+ Assist with special projects and other tasks as assigned.

Required Qualifications*

+ Two or more years of administrative experience, working in higher education or in the arts preferred.

+ Proficient with Microsoft Office and Google products on Macintosh systems, and the ability to learn new software applications quickly is necessary.

+ Demonstrated customer service skills including good verbal and written communication skills.

+ The ability to exercise initiative and to work collaboratively in a diverse community is necessary.

+ The ability to use independent judgment and to analyze complex information is necessary.

+ The ability to manage multiple tasks with a demonstrated attention to detail, and to function in a dynamic environment with frequent interruptions is necessary.

Desired Qualifications*

+ A bachelor's degree and previous experience working in higher education is desirable.

+ Some background in performing-arts management, or some knowledge of how performing-arts companies function is desirable.

+ Some experience with University of Michigan standard practices and business procedures is desirable.

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .

Additional Information

Candidates for this position must be legally authorized to work in the United States. Visa sponsorship is not available for this position.

Background Screening

A pre-employment background check must be conducted before a candidate may receive a firm offer of employment to a staff position at the University of Michigan.

U-M EEO Statement

The University of Michigan is an equal employment opportunity employer.

Job Detail

Job Opening ID

263273

Working Title

Administrative Assistant

Job Title

Administrative Assistant Inter

Work Location

Ann Arbor Campus

Ann Arbor, MI

Modes of Work

Onsite

Full/Part Time

Full-Time

Regular/Temporary

Regular

FLSA Status

Nonexempt

Organizational Group

School Music

Department

SMTD University Productions

Posting Begin/End Date

5/06/2025 - 5/27/2025

Salary

$49,000.00 - $52,000.00

Career Interest

Administration

General Office/Administrative Support

The Arts