Music Administrative Assistant

Job description

Posting Details

Position 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.


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


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.


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.

Preferred Qualifications

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.


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


Job 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

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:

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Are you currently a Colgate employee?
    • Yes
    • No
  2. * Have you ever been a Colgate employee?
    • Yes
    • No
  3. * Are you at least 18 years of age?
    • Yes
    • No
  4. * Please let us know how you heard about this position.
    • Albany Times Union
    • Binghamton Press & Sun
    • BlackCoachesinSports
    • Cazenovia Republican
    • Chronicle of Higher Education
    • Chronicle of Philanthropy
    • Colgate Employee
    • Colgate Website
    • CoSIDA
    • Diverse Issues of Higher Education
    • HERC (Upstate New York HERC)
    • LinkedIn
    • Mid-York Weekly
    • NACWA
    • naviGATE
    • NCAA News
    • Norwich Evening Sun
    • Oneida Daily Dispatch
    • Sherburne News
    • Syracuse Post Standard
    • Utica Observer Dispatch
    • Waterville Times
    • Other
  5. If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

    (Open Ended Question)

Applicant DocumentsRequired Documents
  1. Resume
  2. Cover Letter
Optional Documents




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    Job No:
    Posted: 9/13/2019
    Application Due: 10/1/2019
    Work Type: