Music Administrative Assistant

Job Title: Music Administrative Assistant

Department: Visual and Performing Arts (Music area)

Reports to: Visual and Performing Arts Co-Chair (Music area)

Status: 0.9 FTE; Non-exempt

(40 hours per week from August 15-May 15; 24 hours per week from August 16-May 14)

Summary

This position provides administrative support for the Visual and Performing Arts Co-chair (Music area) and music faculty members, assures efficient operation of the Music Office, represents the department in a professional manner, and promotes cross-departmental cooperation, thereby advancing the mission of Calvin University.

Essential Duties And Responsiblities

Others may also be assigned.

• Support Department Co-chair in the music area
• Assist with any department reports and reviews
• Assist with budget administration
• Assist with course/room scheduling (including Course Schedulizer, Workday)
• Provide administrative assistance with faculty recruitment and review processes (including Adjuncts and Private Lesson Instructors)
• Collect, maintain, and archive academic records for the Provost’s Office (i.e., syllabi, department meeting minutes)
• Assist with music faculty meetings (i.e., planning, preparing and/or distributing pertinent materials, taking minutes)
• Support the Department in the music area

• Serve as office manager
• Collaborate with other office staff (i.e., Music Events Manager, Community Music Administrator) to ensure effective communication and task completion
• Draft, proofread, edit, and distribute department correspondence (print, digital)
• Maintain music area mailboxes and bulletin boards
• Maintain inventory of needed office supplies
• Serve as the department’s emergency liaison
• Serve as receptionist
• Welcome and assist office visitors, including prospective students
• Assist with preparation of class materials (i.e., copies of handouts, A/V requests)
• Provide administrative support for Private Lesson Instructors
• Maintain updated lesson rosters
• Coordinate instructional/rehearsal spaces for Private Lesson Instructors (i.e., weekly lessons, studio classes)
• Collaborate with Keyboard Area Coordinator and Private Lesson Instructors to assign staff/student accompanists for student soloists
• Assist with maintaining accurate files for music students
• Maintain attendance records for Music Student Showcase Recitals
• Manage juries (i.e., schedule, compile evaluation data)
• Serve as coordinator for music area facilities, supplies, and equipment
• Assist with office/teaching studio assignments, including basic set-up and routine maintenance
• Submit work orders as needed (i.e., cleaning, maintenance/repair)
• Assist Area Coordinators and the Music Events Manager with scheduling equipment maintenance (i.e., non-performance piano tunings)
• Organize student practice room reservations
• Maintain music locker assignments
• Maintain the department’s music collection, in coordination with music faculty and student librarians
• Recruit, hire, and supervise qualified student assistants (i.e., office assistants, ensemble librarians, piano care assistant)
• In coordination with the Office of Scholarships and Financial Aid as well as the Development Office, manage the applications, awards, and donor follow-up processes for music student scholarships
• Provide administrative support and coordination for music-area events and initiatives as needed (i.e., Lessons and Carols, HS Honor Festivals, ensemble “Pops” concerts)
• Facilitate recruitment efforts
• Collaborate and coordinate with music faculty/staff to develop and maintain intentional recruitment strategies
• Support efforts to increase student participation (both within current and prospective students)
• Maintain data pertaining to prospective students (i.e., student contact information, dates of student visits, dates of faculty correspondence)
• Serve as a primary liaison between the music area and Admissions
• Assist with scheduling student visits (i.e., meetings with faculty, class observations, sample lessons)
• Provide administrative assistance to music area committees and/or task forces
  
  

Supervisory Responsibilities

This position may supervise one or more student office assistants.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty/responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

This position requires a high school diploma or general education degree (GED); one to three years office experience; or equivalent combination of education and experience. Strong organization, written and verbal communication, interpersonal and analytical skills are required. Knowledge of computers and related software (e.g., Word, Excel, Sharepoint, Google docs) is required. Supervisory experience and experience in academic administration are desired.

Communication Skills

This position requires the ability to greet callers and visitors, answer questions about the university, and employ good communication skills and tact. This individual will be required to proofread correspondence for spelling, grammar, and content errors. This individual may occasionally handle some confidential information.

COMPLEXITY

This position requires the ability to solve problems and to deal with a variety of variables in situations where only limited standardization exists. Instructions may be provided in written, oral, diagram, or schedule form.

ACCOUNTABILITY

This position follows practices and routines that are established by others and/or provides support to employees within the same department.

DECISION MAKING/JUDGMENT

This position regularly requires independent judgment in setting priorities and organizing work to accomplish results. Some of the responsibilities of this position are performed in accordance with existing procedures and instructions.

WORKING RELATIONSHIPS

This position requires interaction with students, staff, faculty (full-time, adjunct, and private lesson instructors), as well as individuals from the community. This individual will be required to participate in committees (task groups) to address common issues and present information that is beneficial and necessary for resolving problems.

PHYSICAL DEMANDS/WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform some essential functions (i.e., proofreading and checking documents for accuracy, using a keyboard to enter, retrieve, or transform data).

FAITH and EDUCATIONAL COMMITMENT

• Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
• A commitment to the Christian faith and to the integration of faith, learning, and student development.
  
  

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.