George Fox University - Residence Life RA AAC

Administrative Assistant to the Music Department Jobs at George Fox University - Residence Life RA AAC

Administrative Assistant to the Music Department Jobs at George Fox University - Residence Life RA AAC

Sample Administrative Assistant to the Music Department Job Description

Administrative Assistant to the Music Department

Position Overview: This position provides a high level of support and office management for the department chair and faculty and coordinates programs and activities of the Music Department.

Employment Period: 0.75FTE, 40 hours per week during academic year (August 15-May 14)

Primary Responsibilities:

General Department/Office Support:

  • Provide reception duties for the department office, serving as the primary representative of the Music Department to students, faculty, staff, and visitors to campus.
  • Process incoming and outgoing mail. Responsible for ordering office supplies and for equipment maintenance.
  • Maintain Music department calendar and Music department webpages.
  • Create and produce departmental concert programs, PowerPoint slides, and other publicity.
  • Coordinate meeting schedules and attend and minute departmental meetings.
  • Manage/arrange travel for Music faculty, students, and guest artists/clinicians.
  • Other duties as assigned.

 

Events:

  • Coordinate Music Department events, performances, and activities. Work with other campus departments to coordinate calendar planning, room usage, equipment, publicity, publications, catering, etc.
  • Coordinate and execute university related events, i.e. Friday@Fox, Bruin Preview, Scholarship Competition, Commencement department reception.
  • Manage box office for the Music Department; set up ticket sales for ticketed music events; manage ticket sales at events.

Finance and Budget:

  • Manage numerous financial functions, including accounts payable and receivable, tracking/managing budgets, and credit card reconciliation. Process various forms as needed, such as check requests, purchase requests, interdepartmental charges, etc.

Department Chair and Faculty Support:

  • Provide administrative support for the department chair as needed with Academic Affairs related tasks, i.e. loads, course submissions, assessment, syllabi collection, course evaluations, faculty schedules, etc.
  • Assist in hiring of adjunct and applied music staff. Coordinate times and room locations for applied music lessons.
  • Assess and communicate academic credit data for applied instructors to Human Resources to ensure accurate, timely payroll.
  • Provide new faculty with department specific information and assistance with university-wide systems.

Student Support:

  • Supervise student employees, including posting job openings, selection, hiring, scheduling and performance reviews.
  • Maintain Music Scholarship student requirements. Communicate compliance with Student Financial Services and students.
  • Assist students preparing for junior and senior recitals with programs and scheduling.

Building Monitor

  • Fulfill duties of Assistant Building Monitor for the Ross Center; enter online work requests; approve card lock access and key authorizations.

Requirements/Qualifications:

  • High school diploma and minimum of 5 years of successful office and data administration experience managing a varied and heavy workload in a fast-paced office environment.
  • Excellent customer service and skills that include a courteous, approachable presence in person, online, and on the phone.
  • Ability to communicate effectively in English, orally and in writing.
  • Highly organized and task oriented, with the ability to prioritize multiple tasks and working collaboratively as well as independently.
  • Must be comfortable with decision-making, to identify and problem-solve, and move projects forward to a successful completion.
  • Computer proficiency and data management skills. Experience and effective use of Microsoft Office Suite and able to become proficient in other administrative software programs (FoxTale, PeopleSoft, etc.). Familiarity with Adobe Photoshop is a plus. Some music terminology will be helpful.
  • Discretion and integrity in maintaining confidentiality.
  • An evangelical Christian commitment and lifestyle consistent with the University's mission, including a signed agreement with the University's Statement of Faith and Statement of Community Responsibilities.

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