University of Wisconsin-Madison
Administrative Specialist Theatre & Dance
University of Wisconsin-Madison, Stevens Point, Wisconsin, United States, 54481
Administrative Specialist
Theatre & Dance
The Administrative Specialist provides administrative support to the Department of Theatre and Dance within the School of Performing Arts in the College of Fine Arts & Communication. The Department includes 15 faculty and academic staff teaching in six different undergraduate programs. The position directly supports the day-to-day activities of the department while also managing all aspects of the 8-show Theatre and Dance production season, internal season auditions, external program auditions, and special event planning. This position also provides administrative service in the areas of budget, finance procurement, office management, and university procedures and policies for the Department of Theatre and Dance. The Administrative Specialist reports to the department chair and works closely with the Administrative Specialist in the Department of Music to ensure effective and efficiently functioning offices in the School of Performing Arts. The School of Performing Arts produces more than 300 productions and events each year in Theatre, Dance, and Music. This position is .875 FTE
full time during the academic year, and half time during the summer. The position requires a self-motivated individual who can work with limited supervision. A high level of confidentiality, sound judgment, and strong public relations skills are required. The Administrative Specialist position is essential to the effective administration of the Department of Theatre and Dance. **Full position description is available upon request. ** Key Job Responsibilities: Assists chair in preparing course timetables; verifies accuracy of timetable listing and analyzes listing for classroom and course meeting time conflicts. Provides clerical support for retention, tenure and promotion committees; prepares binders and maintains files for retention, tenure and promotion purposes. Coordinates the creation of the performance season brochure and oversees season brochure mailing. Maintains the department's electronic and physical records for items such as personnel files, faculty evaluations, course syllabi, and equipment inventory records according to established policies and procedures, controls keys to offices, storage areas and cabinets. Works with the Chair of Theatre and Dance and Music to ensure efficient use of resources. Helps prepare materials and assists in planning, coordination and communications for student recruitment efforts, individual program auditions, scholarship awards, public outreach and alumni events. The administrative specialist works to manage the department office, taking the lead in initiation, implementation, and coordination of all administrative and office procedures. The Theatre and Dance administrative specialist works closely with the Music administrative specialist on any School of Performing Arts joint initiatives. Serves as a first point of contact in the department office for individuals and groups; provides basic organizational information via phone, in person and through other communication mediums; and routes more complex inquiries to the appropriate entities. Manages the Chair of Theatre & Dance calendar, including scheduling meetings with individuals and committees; supports the chairs and faculty with conference registrations and travel procedures. Coordinates special events including space reservations, equipment needs, mailing lists, brochures, and other items for the Department of Theatre and Dance including First Nighters, Fundraising projects, Theatre and Dance program auditions, and other special events. Coordinates the purchasing of grand rights and royalties and other performance related materials for the department. Prepares financial reports required by college and university administration. Monitors the school's budget and prepares reports on account balances and expenditures related to GPR, cost recovery, foundation, scholarships, and grant accounts. As part of the monitoring process the administrative specialist identifies and highlights areas of interest or concern and provides advice and support for those engaged in the budget allocation and use. Oversees and coordinates the day-to-day financial operations of the department. Monitors enrollment data during course registration periods; manages pre-registrations, permission required enrollments and waiting lists; manages drop/add processes for school's programs; and manages textbook requests. Coordinates the department (Theatre and Dance) fall orientation and picnic. Reserve facility from city parks department. Arrange for payment, pick up and return of key for facility. Arrange catering. Helps secure resources from outside sources by assisting with grant preparation and donor requests. Provide room calendars for student space reservations. Approves and manages room reservation requests through Event Management Systems. Oversees and coordinates the processing and verification of payment requests, travel expenses, work orders, payment orders, deposits, and other daily operations as needed. Helps faculty and staff prepare documents such as new course proposals or other curricular revisions for Common Council submission. Department: Theatre & Dance Compensation: $34,580 minimum annually, based on qualifications and experience Required Qualifications: Ability to work independently and gather necessary data with minimal guidance Strong interpersonal communication skills in both written and oral forms Organizational and problem-solving skills including the ability to handle multiple projects, direct student office staff, set priorities, meet deadlines, and maintain high-level performance in a fast-paced environment Detail oriented Ability to produce effective data reports for budgeting and decision-making purposes Extensive computer capabilities (word processing, spreadsheet, database, design) Event planning and management skills Preferred Qualifications: Experience with and knowledge of the performing arts, specifically theatre and dance. Experience managing budgets and financial operations Experience leading and supervising a team of employees Working knowledge of office procedures and University policies Demonstrated ability to acquire knowledge of system software (i.e. Workday, AccesSPoint, Event Management System (EMS), Qualtrics) Ability to work with diverse stakeholders in a professional manner. These stakeholders could include faculty, administrative staff, students, parents and donors. How to Apply: TO ENSURE CONSIDERATION: Applications received by 10/3/25 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. Files must be complete to be considered. Submission in PDF format is preferred for all attachments. Please include the following documents: - Cover letter addressing qualifications and experience - Resume After you submit your application, you are unable to edit it, so please be sure to include all application materials. Contact Information: Name: Monique Gambrell Email: mgambrel@uwsp.edu Phone: 715-346-4920 If you have any questions regarding the application process, need special arrangements, or if you submitted your application with missing materials, please call or email: Human Resources Email: human.resources@uwsp.edu Phone: 715-346-2606 Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment. UW-Stevens Point does not offer H-1B or other work authorization visa sponsorship for this position. Employment will require a criminal background check. It will also require you to supply three (3) professional references/one (1) of which being a current or former supervisor. (Preference to supply five (5) professional references/two (2) of which being a current or former supervisors.) Your references will be required to answer questions regarding misconduct, sexual violence and sexual harassment. Special Notes: Through the discovery and dissemination of knowledge, UW-Stevens Point stimulates intellectual growth, provides a liberal education, and prepares students for a diverse sustainable world. The university is committed to creating a safe, inclusive learning community for all faculty and staff from a variety of backgrounds. Visit
https://www.uwsp.edu/join-uw-stevens-point/
for more information about UW-Stevens Point. To learn about the Stevens Point (aka Point) area fun, jobs, housing, education, quality of life, and
Theatre & Dance
The Administrative Specialist provides administrative support to the Department of Theatre and Dance within the School of Performing Arts in the College of Fine Arts & Communication. The Department includes 15 faculty and academic staff teaching in six different undergraduate programs. The position directly supports the day-to-day activities of the department while also managing all aspects of the 8-show Theatre and Dance production season, internal season auditions, external program auditions, and special event planning. This position also provides administrative service in the areas of budget, finance procurement, office management, and university procedures and policies for the Department of Theatre and Dance. The Administrative Specialist reports to the department chair and works closely with the Administrative Specialist in the Department of Music to ensure effective and efficiently functioning offices in the School of Performing Arts. The School of Performing Arts produces more than 300 productions and events each year in Theatre, Dance, and Music. This position is .875 FTE
full time during the academic year, and half time during the summer. The position requires a self-motivated individual who can work with limited supervision. A high level of confidentiality, sound judgment, and strong public relations skills are required. The Administrative Specialist position is essential to the effective administration of the Department of Theatre and Dance. **Full position description is available upon request. ** Key Job Responsibilities: Assists chair in preparing course timetables; verifies accuracy of timetable listing and analyzes listing for classroom and course meeting time conflicts. Provides clerical support for retention, tenure and promotion committees; prepares binders and maintains files for retention, tenure and promotion purposes. Coordinates the creation of the performance season brochure and oversees season brochure mailing. Maintains the department's electronic and physical records for items such as personnel files, faculty evaluations, course syllabi, and equipment inventory records according to established policies and procedures, controls keys to offices, storage areas and cabinets. Works with the Chair of Theatre and Dance and Music to ensure efficient use of resources. Helps prepare materials and assists in planning, coordination and communications for student recruitment efforts, individual program auditions, scholarship awards, public outreach and alumni events. The administrative specialist works to manage the department office, taking the lead in initiation, implementation, and coordination of all administrative and office procedures. The Theatre and Dance administrative specialist works closely with the Music administrative specialist on any School of Performing Arts joint initiatives. Serves as a first point of contact in the department office for individuals and groups; provides basic organizational information via phone, in person and through other communication mediums; and routes more complex inquiries to the appropriate entities. Manages the Chair of Theatre & Dance calendar, including scheduling meetings with individuals and committees; supports the chairs and faculty with conference registrations and travel procedures. Coordinates special events including space reservations, equipment needs, mailing lists, brochures, and other items for the Department of Theatre and Dance including First Nighters, Fundraising projects, Theatre and Dance program auditions, and other special events. Coordinates the purchasing of grand rights and royalties and other performance related materials for the department. Prepares financial reports required by college and university administration. Monitors the school's budget and prepares reports on account balances and expenditures related to GPR, cost recovery, foundation, scholarships, and grant accounts. As part of the monitoring process the administrative specialist identifies and highlights areas of interest or concern and provides advice and support for those engaged in the budget allocation and use. Oversees and coordinates the day-to-day financial operations of the department. Monitors enrollment data during course registration periods; manages pre-registrations, permission required enrollments and waiting lists; manages drop/add processes for school's programs; and manages textbook requests. Coordinates the department (Theatre and Dance) fall orientation and picnic. Reserve facility from city parks department. Arrange for payment, pick up and return of key for facility. Arrange catering. Helps secure resources from outside sources by assisting with grant preparation and donor requests. Provide room calendars for student space reservations. Approves and manages room reservation requests through Event Management Systems. Oversees and coordinates the processing and verification of payment requests, travel expenses, work orders, payment orders, deposits, and other daily operations as needed. Helps faculty and staff prepare documents such as new course proposals or other curricular revisions for Common Council submission. Department: Theatre & Dance Compensation: $34,580 minimum annually, based on qualifications and experience Required Qualifications: Ability to work independently and gather necessary data with minimal guidance Strong interpersonal communication skills in both written and oral forms Organizational and problem-solving skills including the ability to handle multiple projects, direct student office staff, set priorities, meet deadlines, and maintain high-level performance in a fast-paced environment Detail oriented Ability to produce effective data reports for budgeting and decision-making purposes Extensive computer capabilities (word processing, spreadsheet, database, design) Event planning and management skills Preferred Qualifications: Experience with and knowledge of the performing arts, specifically theatre and dance. Experience managing budgets and financial operations Experience leading and supervising a team of employees Working knowledge of office procedures and University policies Demonstrated ability to acquire knowledge of system software (i.e. Workday, AccesSPoint, Event Management System (EMS), Qualtrics) Ability to work with diverse stakeholders in a professional manner. These stakeholders could include faculty, administrative staff, students, parents and donors. How to Apply: TO ENSURE CONSIDERATION: Applications received by 10/3/25 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. Files must be complete to be considered. Submission in PDF format is preferred for all attachments. Please include the following documents: - Cover letter addressing qualifications and experience - Resume After you submit your application, you are unable to edit it, so please be sure to include all application materials. Contact Information: Name: Monique Gambrell Email: mgambrel@uwsp.edu Phone: 715-346-4920 If you have any questions regarding the application process, need special arrangements, or if you submitted your application with missing materials, please call or email: Human Resources Email: human.resources@uwsp.edu Phone: 715-346-2606 Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e., a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without the need of employer sponsorship) on or before the effective date of appointment. UW-Stevens Point does not offer H-1B or other work authorization visa sponsorship for this position. Employment will require a criminal background check. It will also require you to supply three (3) professional references/one (1) of which being a current or former supervisor. (Preference to supply five (5) professional references/two (2) of which being a current or former supervisors.) Your references will be required to answer questions regarding misconduct, sexual violence and sexual harassment. Special Notes: Through the discovery and dissemination of knowledge, UW-Stevens Point stimulates intellectual growth, provides a liberal education, and prepares students for a diverse sustainable world. The university is committed to creating a safe, inclusive learning community for all faculty and staff from a variety of backgrounds. Visit
https://www.uwsp.edu/join-uw-stevens-point/
for more information about UW-Stevens Point. To learn about the Stevens Point (aka Point) area fun, jobs, housing, education, quality of life, and