Administrative Assistant Morris Performing Arts Center

SALARY: up to $47000-$48000 annually

POSITION SUMMARY: Primary responsibilities include providing support to the general operations of the Morris Center Complex administrative duties as well as assisting venue management.

As a leader and employee of the City of South Bend you are called upon to serve in a manner that supports Our Core Values: Excellence Accountability Innovation Inclusion and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride Champion Operational Excellence Make Sound Decisions Embrace Coaching and Accountability Communicate with Excellence Value Diverse People and Perspectives Embrace Personal Development Exhibit a Positive Attitude and Own Your Health Wellness & Safety.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Operational Support:
  • Manage and execute administrative processes to ensure seamless daily operations across the Morris Performing Arts Center Palais Royale and the Raclin Murphy Encore Center.
  • Develop edit and maintain high-quality correspondence reports promotional materials and internal communications to support organizational objectives.
  • Provide administrative support to the Chief of Venues & Promotions preparing reports drafting correspondence supporting special projects and coordinating internal communications to ensure organizational priorities are met
• Event Management:
  • Help coordinate and support the curation planning and execution of special events and community events such as; Fridays by the Fountain Movies at the Morris and Equity in the Arts initiatives etc.
  • Serve as a House Manager during events providing leadership in patron and promoter relations security oversight and front-of-house operations to ensure exceptional guest experiences.
• Financial & Procurement Administration:
  • Support the Venues Division SFO in administering purchasing workflows by preparing and tracking purchase requests and rolling purchase orders in DFO ensuring accuracy and compliance with financial protocols.
  • Monitor and maintain inventory of administrative supplies to support operational efficiency.
• Stakeholder Engagement:
  • Organize and lead venue tours fostering community engagement and promoting the Morris Performing Arts Center as a cultural destination.
  • Coordinate and supervise photo and video shoots ensuring adherence to facility guidelines and brand standards.
• Governance Support:
  • Provide comprehensive administrative support to governing boards including agenda preparation minute-taking and public document publication ensuring transparency and compliance with regulatory requirements.

NON-ESSENTIAL/MARGINAL FUNCTIONS:. Answers phones and performs other administrative duties. . Perform other duties and assume other responsibilities as apparent or as assigned.

EDUCATION / QUALIFICATIONS:

• A college degree in Communications Administration or Business is preferred. Quality training and a history of outstanding experience may substitute for a college degree.
• Three years of administrative experience in an increasingly responsible position.

KNOWLEDGE SKILLS AND ABILITIES:

• Ability to communicate with supervisors or peers providing information by telephone in written form e-mail or in person.
• Ability to organize plan and prioritize work developing specific goals and plans to accomplish work.
• Ability to coordinate the work and activities of others Getting members of a group to work together to accomplish tasks.
• Knowledge of Microsoft Suites and Photoshop.
• Working knowledge of City or County government a plus.

CERTIFICATES LICENSE REGISTRATION: Valid Drivers license required.

EQUIPMENT: Desktop Computer Laptop Computer Telephone Two-way radio

SCHEDULE: Regular business hours and other hours as assigned per show/event schedule.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this jobs duties the employee is often required to sit walk talk or hear. The employee is occasionally required to walk use hands to fingers handle or feel objects tools or controls; and reach with hands and arms. The employee is occasionally required to climb kneel stoop or balance. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT: Work is performed in office settings with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate and noise levels may increase depending on activities or events in the facility.

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

REQUIRED: Pre-Employment Drug Screen Employee Background check

Equal Employment Opportunity Employer

Required Experience:

Junior IC