Coordinator – Office Services Division of Performing Arts and Communications Studies (DPACS)

Saint Mary's College   Notre Dame, IN   Full-time     Administration / Clerical
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Posted on June 10, 2021

Coordinator – Office Services Division of Performing Arts and Communications Studies (DPACS)

Saint Mary’ College has an immediate opening for Coordinator, Office Services to be responsible for managing the academic, auxiliary, and public performance functions of the Division of Performing Arts and Communication Studies. (DPACS). She/he will oversee all the usual activities of the division, while additionally managing extraordinary projects, such as visiting artist performances and presentations, Chamber Singers mailing projects, and opera/musical productions. The position provides secretarial and administrative services to the faculty of the DPACS, and helps to plan and direct the work of the division. She/he also coordinates student worker loads and originates, calculates and submits contracts for up to twenty-four part time instructors (depending on the needs of each semester). Responsibilities of the position require efficient application of administrative skills, a high degree of independent decision-making, and the ability to take initiative.

Duties include but not limited to (a full job description can be found on

· Provide administrative support for four programs (Communication Studies, Music, Dance, & Theatre). These include the discipline with the second highest number of majors at the college (COMM) and programs that stage multiple public productions throughout the academic year (MUS, DANC and THTR)

· Provide administrative support for two additional academic units: The Saint Mary’s Scene Shop and Costume Shop, which serve Dance, Theatre, Music, and the college as a whole when needed.

· Direct the day-to-day operations of the DPACS, with guidance from the chairs. Assist the division director and department chairs, helps to prepare agendas for division and department meetings. Supplement the chairs’ calendars by scheduling appointments, student auditions, and meetings. Coordinate meetings and agendas with both full time and adjunct faculty. Distribute, review, and sign student workers’ and accompanist’s time cards.

· Further the efforts of the chair in recruiting Music majors through contact with prospective students and their parents. Coordinate music auditions, obtaining pertinent materials and notifying all concerned parties when an agreeable date and time have been established. Answer questions from students and parents regarding policies and procedures of Department.

· Maintain, update and revise information for department website

· Create, maintain, and update department social media sites, including departmental Facebook pages

· Manage creation of posters, emails and social media posts to advertise courses for all DPACS programs. This includes gathering information from faculty members, designing materials, arranging for distribution of posters before advanced registration begins each semester.

· Handle catering request needs for various functions in the division

· Reserve room space for events (speakers, meetings, senior comps, luncheons, auditions, receptions, Hooding, LPE Induction Ceremony, etc.) throughout the year

· Each semester determines eligibility of interested students for inclusion in Lambda Pi Eta.

· Coordinate with Admissions any visiting prospective students

· Create and post audition notices for theatre productions

· Manage the marketing of music, dance and theatre productions, Ann Plamondon Lecture Series and Margaret Hill Visiting Artist Series. This includes interfacing with outside graphic designers, creating and administering time lines for all aspects of marketing including poster creation, program creation (physical or digital), placing off campus advertising (newspapers), creation of social media marketing (Facebook Events and posts).

· Place online orders for scripts, royalty fees, return rented materials to Music Theatre International


A Bachelor’s degree is required. Working knowledge of Microsoft Office software and experience using Macintosh computers, strong problem-solving skills and the ability to administer on-going projects. The demonstrated ability to independently maintain programs or administer on-going projects. Must have strong verbal and written communication skills, strong public relations abilities, and be detail-oriented. Must have ability to maintain positive interpersonal relationships with students, parents, faculty, staff, and the public. Must be flexible and able to adjust to rapidly changing project requirements. Performing Arts background preferred. Prior experience in a College environment. Prior graphic design software experience or willingness to learn. Knowledge of basic billing and accounting practices.

Saint Mary’s College is an Equal Opportunity Employer, in keeping with the College’s mission, Saint Mary’s is committed to increasing racial and ethnic diversity at all levels – students, faculty, and staff – and seeks applications from candidates who share this commitment.

Saint Mary's College

Notre Dame , IN