Office manager, theater and design

The Monroe Hall Office Manager serves as the primary administrative leader for the Theater and Design units within the College of Music & Media. This role provides comprehensive support to faculty, staff, and students while overseeing essential departmental operations, including accounting and financial management, data tracking, purchasing, admissions processes, clerical coordination, and supervision of student workers. As the first point of contact for students, faculty, staff, and the public, the Monroe Hall Office Manager plays a key role in ensuring smooth daily operations and a welcoming, professional environment. The position also supports departmental outreach, recruitment and retention initiatives, marketing efforts, and the coordination of internal and external events. Additionally, the Monroe Hall Office Manager provides primary administrative and operational support for Wolf Moon Entertainment, the umbrella organization for seven student-run businesses that promote experiential learning and entrepreneurial development.

The ideal candidate is highly organized, detail-oriented, collaborative, a self-starter, possesses strong interpersonal skills, and thrives in a creative, fast-paced academic setting.

Examples of Duties

Administrative Operations

• Oversee daily office operations for Theatre and Design units.
• Serve as the first point of contact for students, faculty, staff, and external partners.
• Develop and maintain administrative procedures and workflows.
• Supervise student employees.
• Manage calendars, scheduling logistics, meetings, and departmental communications.
• Ensure faculty mail/package delivery.
• Confirm faculty post syllabi.
• Maintain departmental files and records (NASAD).
• Post/update handbook distribution.
• Coordinate Google Drive organization/document sharing.
• Attend regular meetings with Theatre, Design, and Wolf Moon Entertainment chairs/leads to ensure tasks are completed.

Financial & Budget Management

• Monitor and reconcile departmental budgets.
• Process purchase orders, reimbursements, contracts, and vendor payments.
• Order office/lab/studio supplies.
• Track expenditures for productions, exhibitions, guest artists, and special projects.
• Assist Department Chair with budget planning and reporting.
• Generate Riso invoices for student use.
• Provide financial tracking, documentation, and administrative oversight for Wolf Moon Entertainment operations.

Wolf Moon Entertainment Support

• Serve as the primary administrative liaison between the university and Wolf Moon Entertainment.
• Coordinate contracts, invoicing, vendor agreements, and compliance documentation.
• Maintain organized records and ensure adherence to university policies and financial procedures.

Production & Event Support

• Support theatrical productions, design showcases, exhibitions, and guest lectures.
• Coordinate logistics for events such as Open Houses, alumni conferences, Senior Shows, Design Forum events, student reviews, motion shows, and faculty retreats.
• Participate in Summer CMM Experience planning and execution along with FriYays and tours in Monroe Hall.
• Coordinate contracts and logistics for guest artists, designers, and visiting scholars.
• Assist with space reservations, production calendars, and performance/event scheduling.

Other duties as assigned.

Typical Qualifications

• Minimum requirement of Bachelor's degree in Theater, Design or related discipline. Bachelor's in business administration, accounting, or organizational management will also be accepted.
• Minimum 3 years of experience demonstrable track record of budget management, experience in administrative/clerical support and experience working in a professional office environment.
• Project Management Skills: Ability to manage timelines, budgets, and multiple projects simultaneously.
• Background experience and/or basic understanding of careers in the creative arts across all musical genres, theatre, and professional tracks.
• Problem-Solving Abilities and Self-Sufficiency: Ability to take initiative, work independently, understand and navigate university culture successfully, and has a strong aptitude for handling unexpected challenges or emergencies with professionalism.
• Attention to Detail: Exceptional organizational skills and detail precision.
• Vendor and Stakeholder Management: Experience in sourcing, negotiating, and coordinating with vendors, sponsors, and key stakeholders.
• Communication Skills: Effective written and verbal communication, as this position works closely with students, staff, faculty, and campus/community partners, visiting artists, educational partners.
• Interpersonal Skills and Professionalism: Flexibility and ability to pivot while maintaining collegiality and composure with students, staff, faculty, and campus/community partners and promptness in deadlines and responses.

PHYSICAL REQUIREMENTS:

Ability to perform job duties with or without reasonable accommodations. In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an annual security report. That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police. University policies on the possession, use and sale of alcohol and illegal drugs are outlined. The Campus sexual Assault Program and policy is described. Campus crime statistics as defined under this law for the last three calendar years are included. A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department. Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran's status or national origin in its educational programs or activities, including employment and admissions. At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.