Administrative Assistant II

Job description

Description
Responsible for timely and correct execution of all matters related to Accounts Payable. Travel coordinator for the Department of Music. Point of contact and dissemination of information in the Department office for students, faculty, staff, guests. Provide administrative support to the Chairperson. Serve as Department key coordinator; oversight of card swipe access; practice room access and other room scheduling as assigned. Recruit, supervise, and schedule approximately twenty student works and, as needed, other subordinate office contingent staff, timekeeping and annual review. Serve as direct point of contact with Office of Procurement for all matters related to Department operations, purchasing, invoicing, maintenance, office supplies, instrument repair & replacement, honorarium, guest artists, etc.. Serve as the final program reviewer for over two hundred [200] concerts and events annually working directly with faculty in review and production of programs and other print materials. Serve as ex-officio of the Department Scholarship Committee. Coordinate with COFAC Events and Operations, COFAC PR and Marketing Manager, Facilities Management, TUPD, Housekeeping, and other university offices for events, marketing, repairs, maintenance, security etc.. Serve as staff support for incoming audition days (weekend hours), open houses, recruitment events, and other special events. Maintain functional Order of Operations and oversight of all office equipment and supplies within the Department of Music including copying, phones, and parking passes for visitors, timesheets for faculty, staff, contingent staff, and student workers. Maintain accurate records and contact information. Maintain faculty and staff files and archival materials related to Department events, licenses, accreditations. Receiving and directing incoming calls and visitors, general inquiries; assist in maintaining paper and electronic filing systems; copies, sorting and filing documents according to defined procedures; assembles and compiles basic data according to specific instructions; utilizes manual and automated methods to enter and retrieve data; and operates office equipment including phones, computers, and photocopiers.

The Department of Music is one of seven departments in the College of Fine Arts and Communication and is home to over three hundred majors at the undergraduate, post baccalaureate, and masters degree levels in performance, composition, music education, pedagogy, and general music studies. The Department is housed in the state-of-the-art Center for the Arts and produces over two-hundred concerts and events annually. The Department has twenty-seven full time faculty, fifty part-time faculty, and three full-time staff members. 



Qualifications
  • High School diploma or equivalent.
  • Three years of experience providing administrative support. 
  • Proficient with various computer software packages, such as Microsoft Word, Excel, PowerPoint, and Outlook.
  • Knowledge of and skills in the practical application of generally accepted office practices and procedures, including budgetary operations.
  • Excellent verbal, written, and interpersonal, and customer service skills with attention to detail across multiple responsibilities in a high-energy environment, maintaining effective working relationships with administration, faculty, staff, students, prospective students, and patrons.
  • Creative self-motivated problem-solving skills.
  • Ability to effectively multitask.
  • Ability to operate manual and automated office equipment, type, answer phones and greet visitors.
     
Preferred:

  • Associate's degree or above.
  • Persons with a background working in or with music or arts organizations.
  • Persons comfortable in fast-paced multitasking environment.  
  • Experience with Photoshop or other digital marketing platforms. 
  • Experience with online newsletter creation. 
  • Experience in significant budget management and oversight.
  • Proficiency with Office 365 suite of applications, PeopleSoft systems, 25Live (scheduling software), and a willingness to learn new University software platforms as assigned.
  • Experience working with students, faculty, and staff in an institution of higher education, public or private educational institutions.
  • Experience serving as a manager of student employees.
Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 college credits being equivalent to one year of experience.

 

A criminal background investigation is required for the hired candidate and the results may impact employment.



Organization: Academic Affairs Division
Primary Location: Main Campus
Job Posting: Jun 1, 2021

 

 

 

Diversity Profile: University

 

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Job No:
Posted: 6/3/2021
Application Due: 8/2/2021
Work Type: Full Time
Salary: