Administrative Assistant to Exec Director for Van Wezel Performing Arts Hall

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Department:

Van Wezel Performing Arts Hall

Employee Type:

Regular

Time Type:

Full time

Salary Range:

$24.4334 - $31.1526 Hourly / $50,821.47 - $64,797.37 Annually

Job Posting Period:

June 03, 2026 - June 14, 2026 12:00 A.M.

Job Description:

Overview

To provide administrative support for a Department or Division Head assisting in handling technical and administrative functions in connection with departmental programs, such as personnel, budget, planning and operational procedures.

Essential Functions

• Assists in the coordination of all administrative functions of the department including budget, personnel, meetings and clerical duties.
• Prepares correspondence such as, letters, memoranda, reports, affidavits, and other materials.
• Completes data entry into numerous computer systems.
• Researches and collects information on operational and administrative problems, analyzes findings and makes reports to Department Head.
• Assists with the preparation and administration of the annual budget and helps maintain budget and expenditure controls.
• Supervises and coordinates all budgetary accounting activities and confers with department and/or Division Heads concerning acquisition and specifications for purchase of materials and equipment.
• Assists with the installation of new programs, procedures, methods and systems within the department.
• Performs fiscal, statistical and personnel studies.
• Conducts surveys and collects information on administrative matters; studies the findings and prepares reports.
• Prepares a variety of complex and confidential documents and reports.
• Maintains meeting minutes either electronically or with audio equipment.
• Coordinates and schedules meetings and conferences as directed.
• Coordinates all routine operational management functions within department, including purchasing, building, equipment, property inventory and disposal.
• Maintains complete stock of all office supplies and keeps accurate inventory of supplies and forms.
• Assists with department projects and tasks and works as a team member within the department.
• Represents department on committees or project groups as assigned.
• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.

Additional Department Specific Responsibilities

• Manages and coordinates various calendars for the Executive Director – Outlook, desk calendar and staff out of office calendar (electronic and paper).
• Prepares event list for coordination with in-house caterer, Mattison’s; meets with Mattison’s and other department staff to review events and discuss catering needs.
• Prepares contracts and track for rentals of Hall and Grand Foyer.
• Conducts tours of rental spaces and fields calls for rental information.
• Coordinates production of Friday Fest events – researches bands and food vendors, prepares contracts, prepares band payment requests, and schedule/lead department planning meetings.
• Acts as liaison between rental customers and internal dep