Administrative Assistant II - Music

Job description

Job ID 2018-5530
Posted Date 2018-11-09
Category Professional Staff
Department CFAD Course Fee Spec Instruction
Location US-OK
Targeted Job Start Date 11/19/2018
Hours Per Week 40
Weeks Per Year 52

Position Overview

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. Responsible for room scheduling; venue booking; managing calendars and appointments; event and meeting planning.

Department Specific Essential Job Functions

- Answer main phone line for the School of Music

- Distribute departmental mail

- Copy/scan documents as needed

- Music Building room scheduling

- Venue booking (Radke Fine Arts Theatre, Recital Hall, etc.)

- Supervision and scheduling of student workers and stage hands

- Serve as Building Captain

- Assist with layout and design of ads in trade magazines, and other marketing material

- Create recital and concert programs for the School of Music

- Assist with layout, design, and printing of posters

- Create and grow the social network for the School of Music with positive relationships with alumni, prospective students, and patrons

- Assist with concerts and events for the School of Music

- Organize equipment moves for School of Music events

- Maintain instrument inventory list for insurance, check out and return instruments for students, track maintenance of instruments owned by the UCO School of Music

- Collect syllabi, CVs, and door schedules from School of Music faculty and file/post/rename as needed

- Edit and maintain School of Music schedule builds and load spreadsheets

- Maintain departmental student records

- Coordinate the International_Music e-mail account, distribute audition forms, and relay responses

- Coordinate jury paperwork for current students

- Advise others on processes, procedures, and services

- Communicate and assist students, faculty, and administrators on university policy matters

- Gather information and prepare various reports, correspondence, and memorandums; research and resolve issues

- Prepare special or confidential reports and assist with special events, projects, or surveys

- Assume responsibility for small projects and oversee such projects through to completion

- Maintain files and appointment calendars

- Attend meetings and seminars to take notes

- Order and maintain inventory of supplies and equipment

- May be responsible for creation of on-line job requisitions for employment and modifications for employee changes

- May be responsible for timecards in department

- Perform other duties as assigned

Qualifications/Experience Required

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.

Qualifications/Experience Preferred

Previous experience as a receptionist, event or project coordinator.


The successful candidate will be:

- A team player with good interpersonal skills (complaints and requests from faculty, performers, and students must be met with good humor, patience, civility and understanding).

- Someone who can be productive working either independently or as an assistant.

- Open to learning new skills.

- Someone with a good work ethic.

- Someone who is trustworthy, responsible, and reliable.

Physical Demands

Repetitive movement of hands and fingers - typing and/or writing. Frequent standing, and/or sitting. Occasional walking, stooping, kneeling or crouching. Reach with hands and arms. Visually identify, observe and assess. Ability to communicate with supervisor/students/colleagues. Regular physical attendance required. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.





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Job No:
Posted: 11/10/2018
Application Due: 1/4/2019
Work Type: