SUMMARY OF POSITION: Reporting to the Director of the Petrie School of Music, this position serves the faculty and leadership of the Petrie School of Music (PSOM), the Dean of the School of Arts, and other school of Arts faculty at Converse University. The administrative assistant supports with record keeping, administrative, and support services in a courteous, helpful, unbiased, and professional manner.
ESSENTIAL DUTIES/ NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:
Administrative Assistant and General Office Duties:
Serves as the first point of contact for the PSOM and SOA and welcomes and greets all visitors.
Provides administrative support as needed to the Dean of the School of the Arts and other School of the Arts faculty.
Offers administrative support for faculty members in the Department.
Offers general office administrative duties for the PSOM, which include answering and processing all incoming telephone calls, incoming and outgoing mail, knowledge and maintenance of departmental forms and greeting and directing guests to appropriate areas. Maintains the administrative calendar of the PSOM.
Prepares classroom schedules, Mayfarth, Daniel and Parlor schedules.
Coordinates with faculty and Director of Accompanying to create and print concert programs.
Oversees and assigns locker keys to the music students.
Assists with departmental faculty meetings, and on request other meetings and large ensembles. The assistant records and distributes minutes of those meetings.
Coordinates with alumni office, the patron services & Philanthropy coordinator and admissions office in creating and maintaining social media and online content and produce and distribute the alumni Newsletter.
Puts together recital program book each summer.
Updates the student handbook and coordinates changes of content with faculty for final review.
Maintains an accurate list of music majors and minors.
Reviews on a monthly basis interior and exterior building and sending in work orders to maintain facilities.
Oversees servicing and updating of office equipment like departmental copier, fax machine, as well as requisition for delivery of copy paper and supplies to PSOM.
Assists with all departmental accreditation tasks as needed.
Maintains departmental records, student and PSOM files for archival purposes.
Assists with budget managing as needed. This may include preparing check requests, processing invoices and purchase orders as well as assisting in tracking expenditures.
Coordinates PSOM performance calendar with other campus calendars.
Updates off-campus community calendars with PSOM performance schedule on a regular basis.
Coordinates creation of publicity materials as appropriate for PSOM concerts.
Works With PSOM Adjunct Instructors:
Helps connect adjuncts to departmental logistics (like Canvas and my.converse), setting up e-mail, and pointing to the right policies and procedures and communicating policies, procedures, and expectations.
In coordination with the Director of PSOM, prepares and secures signed appointment letters/contracts from adjunct faculty.
Student Employee Supervision:
Trains, supervises, and evaluates Music Student Employees.
Sets timely work schedules each term for PSOM Student Employees, for the Blackman Music Building and communicates set schedules with the Director and Assistant Director of PSOM to ensure logistics can be handled and student employees are used to their fullest potential and work their allotted amount of hours.
Minimum qualifications: Bachelor's Degree in Music preferred and some experience in music or arts..
Proficiency in Microsoft Office
Strong organizational skills and communication skills are vital, as is the ability to work with a diverse group.
Effective oral and written communications.
Proficiency with social media platforms
Knowledge of music terminology
Knowledge of Converse and PSOM policies and procedures.
Ability to schedule workloads, establish routing systems and maintain billing records.
Ability to deal effectively with the public in handling inquiries and communicating information.
Ability to handle multiple tasks efficiently; and strong "people" person.
Employee will be expected to uphold the standards of service at Converse University,
Well-grounded philosophy of honesty, integrity and respect
Demonstrated ability to establish and maintain effective working relationships with various constituents including both internal to the organization and with the public
Ability to work with and engage a diverse group of people
Ability to work independently yet value and support a team-based environment
Demonstrated professionalism and positive attitude
GUIDELINES AND SUPERVISION: Hierarchically the incumbent reports to Dean of School of arts. In regard to daily operation the administrative assistant works under the oversight of Director of Music and will work closely with faculty on certain job expectations.
Incumbents perform secretarial and paraprofessional administrative duties (delegated). Work is generally routine and restricted in complexity when compared to professional level administrative duties; however, incumbents exercise discretion in applying policies and procedures.
DISCLAIMER: The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.
We believe that a diverse faculty and staff are essential to achieving academic excellence; thus, we strongly encourage applications from candidates from all racial, ethnic and cultural backgrounds.
For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website.