FMA Program Assistant

Position Summary
This position provides assistance to the Film & Media Arts faculty including 4 full-time faculty 2-3 adjunct faculty one full-time engineer and one part-time engineer. The person will have strong interpersonal skills critical thinking/problem solving skills word processing and computer skills internet research skills bookkeeping and budget experience and an eye for detail and accuracy. He/she will also speak accurately and clearly and use correct grammar. Ideally the person also has experience with event coordination social media and basic graphic design. Knowledge of film television the entertainment industry and film festivals will be considered a bonus.

Mission and Commitment
Taylors mission is to develop servant-leaders marked with a passion to minister Christs redemptive love grace and truth to a world in need.

As a community Taylor faculty staff and students commit to living out Christs love and truth in the here and now. We worship together serve one another and grow in faith as we learn in the classroom on the field at chapel and anywhere else were doing Life Together.

This position is primarily responsible to:

• Testify to personal experience of salvation in Jesus Christ affirm belief in the Universitys Statement of Faith abide by and practice our Life Together Covenant and both personally agree with and support the Foundational Documents of Taylor University.
• Faculty Support
  • Attend department faculty meetings and record minutes
  • Assist in the copying and distribution of syllabi handouts exams faculty schedules classroom schedules and routing these to the proper offices
  • Occasional proctoring of exams in classroom or one-on-one
  • Periodic grading of objectivequizand test items
  • Curate with John Bruner a database of available actor headshots and resumes for use by Narrative Filmmaking students
• Manage departmental office
  • Respond to walk-up questions and requests from faculty and students
  • Serve as receptionist (answer phones and speak with visitors)
  • Organize and maintain department files
  • Sort and distribute department mail
  • Oversee petty cash and disbursements
  • Maintain copy machine and printers contacting IT for repairs
  • Order and stock office supplies for department and faculty offices
  • Create schedules for faculty office doors collect faculty syllabi and forward to academic dean schedule meetings
  • Recommend improvements in office methods and procedures
  • Address issues with office area appearance requesting assistance from maintenance housekeeping etc. as needed
• Student workers
  • Enter contractual information for WTUR workers and Envision Productions staff
  • Recruit schedule and manage student workers if needed
  • Approve timesheets of student workers if needed
• Archiving
  • Responsible for archiving annual documents such as production photos course materials and production binders
  • Record weekly minutes at department meetings for archival purposes
  • Collect and archive syllabi each semester
• Course materials and fees
  • Update course fees each semester in communication with faculty and ensure that fees are collected for relevant class sections
  • Order materials as requested for courses
  • Assist chair in processing course fee forms and route through Academic Affairs and the Business office by deadlines
• Assist Chair with curriculum guides/course scheduling/registration/scholarships
  • Assist Chair in plotting all course/faculty/room schedules throughout Horne using iChair
  • Identify population swells or downturns forecasting how those will affect section enrollment
  • Avoid conflicts for students by orchestrating the timing of various courses.
  • Maintain curriculum guides for BA and BS.
  • Prepare reports of various kinds to provide data for decision making (E$3 AIP AlumniConnect etc.)
• Budget Assistance
  • Work with budget manager (John Bruner) in the following areas:
    1. Review charges to find and address errors (wrong charges from other departments wrong line or org charged) in FMAs seven budget orgs
    2. Process purchase orders and invoices to business office as needed
    3. Collect receipts and process credit card statements for faculty and staff. Verify lines to be charged with budget manager and enter information into business office credit entry system assigning each charge to the appropriate line and entering charge descriptions.
    4. Assist with vendor relationships and payments where appropriate
    5. Remediate credit card problems
    6. Meet with budget manager regularly
  • Working with budget manager oversee student purchases for projects process petty cash and reimbursementsfor upper division production courses. This involves working directly with 4-12 student producers each semester in FMA430Producing for Clients FMA420Documentary Filmmaking FMA314 Film Workshop and FMA440 Narrative Filmmaking
• Adjunct faculty
  • Create Requests-to-Hire for adjunct faculty
  • Verify that adjuncts have access to TU technology systems and office supplies as they begin a new semester
• Travel/Trip Support
  • Trip planning and flight/car/hotel arrangements (as needed) for NAB/BEA UFVA Sundance trip international trips Envision guests and TUHIP internship visits tracking professional development funds.
  • Coordinate travel arrangements ticket purchases and scheduling for field trips.
  • Assist with travel arrangements for travel courses such as Sundance and International Production (serve as general travel agentairline and transit tickets accommodations for large groups of students and faculty food budgets tickets for exhibitions and performances etc.)
  • Providing support to teams traveling (travel forms release forms orientation catering per diem cash disbursements etc.)
  • Process faculty professional development expense reports reimbursements.
  • Prepare employee expense reports post-travel
• Marketing recruiting
  • Act as liaison to print shop for posters/prints for marketing purposes
  • Supervise student workers updating student film posters with award recognitions
  • Assist chair in providing updated information for TU website
  • Verify that building TV monitors are functional and feeding correct promotional images. Report issues to Josh Taylor
• Job placement alumni engagement
  • Serve as clearinghouse for and distributor of internship information and job listings
  • Send occasionalmailings invitations and surveys to alumni
• Coordinate usage of Film and Media spaces in the Horne Academic Center
  • Field daily building issues from faculty. These will be related to the quirks of the new facility at first and over time will relate more to upkeep
  • Submit and track work orders to Maintenance and Housekeeping. Communicate to faculty about disruptive repair processes
  • Coordinate key access with Key Control
  • Coordinate building access and security with Campus Police
  • Coordinate building access and door lock automation with IT
  • Field classroom AV problems calling Media Services for assistance
  • Field requests for use of media spaces within the Horne Academic Center using both 25Live and the departments internal Cheqroom in coordination with faculty
  • Assist summer conference attendees when in the building
• Special Events
  • Events include JohnFest fall picnic film screening/receptions Envision Film Festival guest filmmaker visits Accepted Student visit day lunches Senior Show Senior Brunch and others as needed
  • Handle logistics of visiting filmmakers
  • Book campus facilities (such as Rediger) via 25Live including Media Services requests for mics lights tables etc.
  • Purchase food and beverage for receptions following Documentary Screening (Dec) Red Eye Film Frenzy 24-hour film festival (Jan) Narrative Screening (May) and other screening events hosted by alumni and guests
  • Host receptions/serve punch/supervise student assistants outside of normal work hours.
  • For the Envision Film Festival book facilities media services microphones tables tablecloths food/beverage
  • Place catering orders related to prospective students visiting during Envision Film Festival
  • Research order and supervise delivery of meals for Envision leadership team and guests
  • For the Senior Show order certificate holders create award certificates order tables/tablecloths purchase beverages and host punchbowl
  • For the Senior Brunch book location purchase/prepare food as needed and coordinate setup
  • Publicize scheduled events to university via e-mail Announcements as requested by chair
  • Provide public relations information about exhibits to and local media outlets as requested by chair
• Administrative support for TUHIP (LA semester program)
  • Request W-9s from new speakers
  • Process honoraria payments for class speakers for FMA365 Inside the Entertainment Industry every two weeks
• Film Camp
  • Assist with mid-week picnic arrangements
  • Find actors for films by reaching out to local arts organizations and high schools
• Film Festival Support
  • Work with faculty to ensure that student project submission forms and FilmFreeway are completely filled out at semesters end and if not track down students who have not completed documentation for festival and competition entry
  • Obtain caption files for films when needed
  • Track festival submission dates and prompt chair to complete entries
  • Provide assets to film festivals as requested: director bios headshots log lines press kits film trailers digital film files caption files and confirmation agreements
  • Keep IMDb (Internet Movie Database) information up to date when new films are completed
• Social Media/Graphic Design
  • If skilled with social media and graphic design prepare posts for FB IG etc announcing acceptances and wins in film festivals and competitions
  • Interact with university social media manager alerting of upcoming posts for possible reposting
• Other duties as assigned.

Education and Experience

• High school diploma or GED required. Bachelors degree preferred.
• Two years of administration experience preferred.

• Physical Demands
  • No or limited physical effort is required.
• Work Environment
  • Work is normally performed in a typical interior / exterior work environment.
• Environmental Conditions
  • No or very limited exposure to physical risk.