Music Administrative Assistant
Posting DetailsPosition Information Job CategorySupport StaffPosition TitleMusic Administrative AssistantFull Time/Part TimeFull TimeDivisionDean of the FacultyDepartmentMusicDepartment Statement
The Administrative Assistant will support the music department which currently includes 7 full-time faculty, 21 adjunct faculty and a concert manager. In addition, support will be provided to the arts coordinator in the humanities division.
Some of the specific responsibilities will include overseeing and maintaining:
-the department’s collection of sound recordings and scores;
-the chorus and orchestra collections, chamber ensemble collections and jazz collections;
-student lesson schedules and coordinating with faculty;
- the maintenance and distribution of instruments to students.
The administrative assistant will assist the concert manager with the production of department sponsored performances, which may include creating posters and programs, assisting with stage set up and break down, and other event related duties.Accountabilities
Responsibilities include coordination of the daily operations of the department.
Specific accountabilities include:
- greet visitors and ensure reception area creates a welcoming environment;
-ensure efficient execution of administrative procedures and processes central to the department;
-respond in a timely manner to requests for information and refer to other resources as appropriate;
-manage calendars, itineraries, contacts and correspondence of department;
coordinate with vendors and service providers;
-assist with onboarding new employees; maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO’s and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.Technical Competencies NameOffice ProductivityDescription
Demonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) to include: collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features. Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts and email correspondence for department staff.Technical Competencies NameEvent PlanningDescription
Demonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration. Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors. Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants. Demonstrated ability to communicate all aspects of planning events. Demonstrated ability to quickly, efficiently and inexpensively alter plans.Technical Competencies NameTravel LogisticsDescription
Demonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging. Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries. Demonstrated ability to consistently stay within university travel restrictions and guidelines.Technical Competencies NameTechnical Data SystemsDescription
Demonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau). Demonstrated ability to enter, manipulate, query and export all data sets used in day-to-day situations. Demonstrated ability to use all day-to-day and core functionality of all relevant systems.Technical Competencies NameAdministrative ProceduresDescription
Demonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices. Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department. Has knowledge sufficient to train others on all core and common administrative procedures. Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes. Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.Technical Competencies NameCustomer ServiceDescription
Demonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications. Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback. Makes use of specialized knowledge to assist others in resolving problems. Identifies opportunities for improving customer service methods.Technical Competencies NameDomain-Specific SkillsDescription
As required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.Behavioral Competencies NamePersonal Accountability for ResultsDescription
Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.Behavioral Competencies NameEffective CommunicationDescription
Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.Behavioral Competencies NameProblem Solving and Decision MakingDescription
Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.Behavioral Competencies NameChange ManagementDescription
Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.Behavioral Competencies NameLeadership and TeamworkDescription
Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.Behavioral Competencies NameCreativity and InnovationDescription
Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.Behavioral Competencies NameDiversity and InclusionDescription
Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.Behavioral Competencies NameSustainabilityDescription
Understands the impact of decision making and personal behavior in achieving the university’s commitment to a sustainable and carbon-neutral campus; supports and advances the university’s sustainability initiatives; influences others to use sustainable practices.Requirements Professional Experience/ Qualifications
-A minimum of two years of relevant office experience or equivalent related professional experience.
-Proven ability to be organized, flexible and manage multiple tasks, along with the ability to set changing priorities, under a sense of urgency, without loss of attention to detail.
-Requires strong interpersonal skills to provide excellent customer service, which includes professionally greeting visitors, serving as a resource and coordinating requests with multiple stakeholders including students, faculty, and staff.
-Requires excellent verbal and written communications skills, including the ability to proofread own and others work.
-Proven level of experience with Microsoft Office Suite, Excel, Gmail/Googledocs, to support the needs of an academic department. Ability to analyze data and consolidate for reports.
-Experience with using social media platforms for professional marketing purposes, such as promoting events and engaging students.
-Interest and curiosity in learning and applying new applications and technology.
-Ability to maintain confidentiality.
-Must be able to work independently and be capable of working collegially with diverse groups of faculty, staff, students and community members.
Knowledge of/familiarity with music and musical instruments
Knowledge of Slideroom a plus
Associate’s degree, or a combination of education and experience from which comparable skills are obtained.Certifications
A current valid driver’s license, in accordance with the University’s Driver Safety and Motor Vehicle Use Policy is required.Physical Requirements
Ability to lift 40 lbs. in order to move instruments and music stands, amplifiers and related items.Other Information Posting Detail Information Requisition Number2019S070PTemporaryNoWork Schedule
8:00-4:30Job Open Date05/10/2019Job Close DateOpen Until FilledYesSpecial Instructions SummaryEEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.Clery Act
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The Campus Safety Department will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact William Ferguson, Clery Compliance Coordinator via e-mail at [email protected]. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.
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