DFPA Admin Job Descriptions
Box Office Associate
The Box Office Associate staffs the Mundelein Information Desk, works office hours to prepare for events, and provides Front-of-House support for the Department of Fine and Performing Arts. The ideal candidate has at least one year of customer service experience, is available at least 8 hours per week in the office 10 a.m.-5 p.m. and some weekends for events, in addition to being self-motivated, comfortable with deadlines, and capable of retaining a range of skills once trained.
OFFICE DUTIES
- Processing customer service inquiries over the phone, in person, and via email
- Organizing mailings
- Selling event tickets and processing ticket orders
- Putting up posters around both campuses and around the city
- Composing and sending out email marketing campaigns
- Research and data input for audience databases
- Generating and proofreading event programs
- Working as a team to accomplish administrative goals within deadlines
FRONT OF HOUSE DUTIES
- Representing the department to patrons
- Selling and printing tickets
- Communicating with backstage staff
- Answering patrons’ questions
- Enforcing venue policies (no cell phones, no food or drink, etc.)
- Filling out event and deposit reports
SPECIAL PROJECTS
- Opportunities for those interested and showing skill in art/design, writing/editing, PR/marketing, customer service, finance, and management
Main Office Student Assistant
The student Main Office Assistant provides general administrative support to the Department of Fine and Performing Arts (DFPA) at Loyola University Chicago under the collective supervision of the Administrative Staff.
The ideal candidate is confident, customer-service oriented, helpful, proactive, detail-oriented, has a positive attitude, and performs exceptionally in an independent setting. The Main Office Assistant will enjoy working with a friendly and creative staff, and will gain experience in office administration, communication, customer service, and web content management. The Main Office Assistant does not need to be a DFPA student, but must be enthusiastic, supportive, and curious about the arts.
The Main Office Assistant is responsible for the following administrative tasks, overseen by the Administrative Assistant:
Reception
- Greeting students, faculty and potential students
- Answer phones, assist callers with questions and requests, transferring calls, and taking messages
- Assist with the maintenance of the general department email inbox; regularly answering general email inquiries, routing faculty requests, and scheduling departmental tours
- Remain familiar with departmental schedules, policies, and general information about our programs.
Office Administration
- Maintain upkeep of breakroom
- Copier operations
- Daily Disperse mail into departmental mailboxes
- Assist in ordering office and breakroom supplies
- Assist in database and file management
Operations Support Assistant
Minimum Skills and Qualifications:
- Current student at Loyola University Chicago
- Qualify for Federal Work-study
- Able to work at the Lake Shore Campus
- Scheduling flexibility
- Reliable
- Basic math
- Follow complex direction
- Able to lift up to 50 lbs.
- Familiarity with Microsoft Office Suite applications
Duties: The Operations Support Assistant will be responsible for tasks involved in the management of DFPA spaces in the Mundelein Center for the Fine and Performing Arts, the Ralph Arnold Fine Arts Annex, and the Crown Center.
Operations Support Assistants will be asked to:
- Complete building an room inspections
- Submit maintenance and housekeeping service requests
- Format, print, and post room schedules and other signage
- Inventory, order, and restock first aid supplies
- Assist with data entry
- Assist with calendar scheduling
- Perform minor equipment and instrument maintenance
- Set-up and break-down chairs, music stands, percussion, and other instruments and equipment
- Assist with database projects, including inventory, scheduled maintenance, and access control
Recruitment Assistant
This role supports a range of tasks and processes related to departmental recruitment under the direct supervision and mentoring of the Office Assistant and Web Content Manager.
The ideal candidate is confident, highly organized, proactive, customer-service oriented, helpful, detail-oriented, has a positive attitude, and performs exceptionally in an independent setting. The student assistant will enjoy working with a friendly and creative staff and student workers, and will gain experience in office administration, communication, customer service, and event coordination. Qualified candidates do not need to be a DFPA student but must be enthusiastic and interested in the fine and performing arts.
DFPA Inbox Management:
- Responding to frequently asked questions by prospective students, current students, and others using template responses
- Forwarding inquiries and requests to the appropriate DFPA unit, faculty, or staff.
- Assist prospective students and families with scheduling and following up on DFPA tours, auditions, and other recruitment-related communication.
Recruitment
- Scheduling virtual and in-person tours with prospective students and coordinating with student guides
- Give department tours for Dance, Fine Art, Music and Theatre programs to prospective students and families.
- Attend and engage prospective students and families at Org Fairs, Loyola Weekend, Open House and other departmental recruiting events. Occasionally assist with special recruiting events on weekends and evenings.
Web Content Assistant
This student worker role supports a range of tasks and processes related to the maintenance and updating of the DFPA’S suite of 7 websites under the direct supervision and mentoring of the Office Assistant and Web Content Manager.
The ideal candidate is passionate about creating, editing, and maintaining website content, is highly organized, detail-oriented, proactive, has a positive attitude, and performs exceptionally in an independent setting.
Web Content Management
- Fulfill faculty and staff website requests in a timely manner
- Edit and draft content on departmental websites for approval
- Assist with ongoing and routine website maintenance (quality control; copy editing; updates)
- Gather and Edit images for website use
- Assist with archiving and purging website content
Special Projects
The Web Content Student Assistant may be assigned special projects and tasks as needed.
Box Office Associate
The Box Office Associate staffs the Mundelein Information Desk, works office hours to prepare for events, and provides Front-of-House support for the Department of Fine and Performing Arts. The ideal candidate has at least one year of customer service experience, is available at least 8 hours per week in the office 10 a.m.-5 p.m. and some weekends for events, in addition to being self-motivated, comfortable with deadlines, and capable of retaining a range of skills once trained.
OFFICE DUTIES
- Processing customer service inquiries over the phone, in person, and via email
- Organizing mailings
- Selling event tickets and processing ticket orders
- Putting up posters around both campuses and around the city
- Composing and sending out email marketing campaigns
- Research and data input for audience databases
- Generating and proofreading event programs
- Working as a team to accomplish administrative goals within deadlines
FRONT OF HOUSE DUTIES
- Representing the department to patrons
- Selling and printing tickets
- Communicating with backstage staff
- Answering patrons’ questions
- Enforcing venue policies (no cell phones, no food or drink, etc.)
- Filling out event and deposit reports
SPECIAL PROJECTS
- Opportunities for those interested and showing skill in art/design, writing/editing, PR/marketing, customer service, finance, and management
Main Office Student Assistant
The student Main Office Assistant provides general administrative support to the Department of Fine and Performing Arts (DFPA) at Loyola University Chicago under the collective supervision of the Administrative Staff.
The ideal candidate is confident, customer-service oriented, helpful, proactive, detail-oriented, has a positive attitude, and performs exceptionally in an independent setting. The Main Office Assistant will enjoy working with a friendly and creative staff, and will gain experience in office administration, communication, customer service, and web content management. The Main Office Assistant does not need to be a DFPA student, but must be enthusiastic, supportive, and curious about the arts.
The Main Office Assistant is responsible for the following administrative tasks, overseen by the Administrative Assistant:
Reception
- Greeting students, faculty and potential students
- Answer phones, assist callers with questions and requests, transferring calls, and taking messages
- Assist with the maintenance of the general department email inbox; regularly answering general email inquiries, routing faculty requests, and scheduling departmental tours
- Remain familiar with departmental schedules, policies, and general information about our programs.
Office Administration
- Maintain upkeep of breakroom
- Copier operations
- Daily Disperse mail into departmental mailboxes
- Assist in ordering office and breakroom supplies
- Assist in database and file management
Operations Support Assistant
Minimum Skills and Qualifications:
- Current student at Loyola University Chicago
- Qualify for Federal Work-study
- Able to work at the Lake Shore Campus
- Scheduling flexibility
- Reliable
- Basic math
- Follow complex direction
- Able to lift up to 50 lbs.
- Familiarity with Microsoft Office Suite applications
Duties: The Operations Support Assistant will be responsible for tasks involved in the management of DFPA spaces in the Mundelein Center for the Fine and Performing Arts, the Ralph Arnold Fine Arts Annex, and the Crown Center.
Operations Support Assistants will be asked to:
- Complete building an room inspections
- Submit maintenance and housekeeping service requests
- Format, print, and post room schedules and other signage
- Inventory, order, and restock first aid supplies
- Assist with data entry
- Assist with calendar scheduling
- Perform minor equipment and instrument maintenance
- Set-up and break-down chairs, music stands, percussion, and other instruments and equipment
- Assist with database projects, including inventory, scheduled maintenance, and access control
Recruitment Assistant
This role supports a range of tasks and processes related to departmental recruitment under the direct supervision and mentoring of the Office Assistant and Web Content Manager.
The ideal candidate is confident, highly organized, proactive, customer-service oriented, helpful, detail-oriented, has a positive attitude, and performs exceptionally in an independent setting. The student assistant will enjoy working with a friendly and creative staff and student workers, and will gain experience in office administration, communication, customer service, and event coordination. Qualified candidates do not need to be a DFPA student but must be enthusiastic and interested in the fine and performing arts.
DFPA Inbox Management:
- Responding to frequently asked questions by prospective students, current students, and others using template responses
- Forwarding inquiries and requests to the appropriate DFPA unit, faculty, or staff.
- Assist prospective students and families with scheduling and following up on DFPA tours, auditions, and other recruitment-related communication.
Recruitment
- Scheduling virtual and in-person tours with prospective students and coordinating with student guides
- Give department tours for Dance, Fine Art, Music and Theatre programs to prospective students and families.
- Attend and engage prospective students and families at Org Fairs, Loyola Weekend, Open House and other departmental recruiting events. Occasionally assist with special recruiting events on weekends and evenings.
Web Content Assistant
This student worker role supports a range of tasks and processes related to the maintenance and updating of the DFPA’S suite of 7 websites under the direct supervision and mentoring of the Office Assistant and Web Content Manager.
The ideal candidate is passionate about creating, editing, and maintaining website content, is highly organized, detail-oriented, proactive, has a positive attitude, and performs exceptionally in an independent setting.
Web Content Management
- Fulfill faculty and staff website requests in a timely manner
- Edit and draft content on departmental websites for approval
- Assist with ongoing and routine website maintenance (quality control; copy editing; updates)
- Gather and Edit images for website use
- Assist with archiving and purging website content
Special Projects
The Web Content Student Assistant may be assigned special projects and tasks as needed.