Description

Administrative Assistant

College of Music 

Regular Full-time, Non-exempt, MR04

Description: This position works with the Director of Graduate Studies to assist with administrative tasks, including compiling reports as requested for accreditation and assessment documents, assisting with graduate student hiring paperwork personnel changes, overseeing the compilation and distribution of graduate student comprehensive exams, coordinating graduate auditions, and creating audition result letters and scholarship letters in consultation with the dean and associate dean. Support of the Director of Development consists of work in the areas of donor relations, advancement services and special events. This person also provides administrative support to the choral area, including inventory, transportation needs and cataloging, and is the primary contact and planner for all events hosted by the College of Music. In addition to the previous responsibilities, this staff position manages key and door security clearances, provides front-desk assistance when needed, and performs other related duties as assigned.

Qualifications

Graduate Student Support

• Works with the Director of Graduate Studies in compiling reports and managing graduate enrollment.
• Manages financial award letters and notifications via the Graduate School.
• Processes Graduate Teaching Student contracts and acceptance letters.
• Responsible for processing Human Resources and Payroll paperwork including Initial Hire/Rehire forms, I-9 E-Verification forms, Direct Deposit forms, W-4 forms and other forms related to hiring graduate students.
• Responsible for submitting Personnel Change Forms on graduate students.
• Processes IRIS transactions on graduate students: pay funding changes, terminations and other transactions as needed.
• Oversee the compilation and distribution of graduate comprehensive exams.
• Oversee and maintain graduate student forms regarding late change of registration, Admission to Candidacy forms, Revision of Candidacy forms, and other forms required for graduation by the Graduate School.
• Manages submission of required graduate Language Exam and OPIC (formerly SPEAK test) registrations.
• Manages graduate student application and audition process and provides correspondence with prospective graduate students via Accept'd/SDMIT, phone, e-mail, and occasional drop-ins.

Director of Development Support

• Donor Relations
  • Facilitates monthly/quarterly donor acknowledgment letters
  • Assists in compilation of endowment stewardship reports
  • Assists in organization of annual fund appeals – Big Orange Give, Family Campaign, etc.
  • Coordinate student Thank You letter activities

• Advancement Services
  • Processes gifts received within the College
  • Coordinates gift processing with Central Development and Foundation Advancement Services
  • Distributes gifts reports to leadership
  • Coordinates the internal administration of new endowments and funds
  • Researches – using ANDI, IRIS and NOLIJ – account information to process and perform internal gift procedures

• Special Events: Provides organizational support with distribution of athletic tickets, parking passes and other details of cultivation activities

Choral Area Assistant

• Maintain inventory of all uniforms (tuxes, dresses, blazers) and record rental payments & distribution of uniforms.
• Send uniforms out for yearly cleaning and re-inventory upon return, tagging with sizes, etc. 
• Maintain office supplies and copier maintenance for the area.
• Schedule transportation and hotels for area travel, as needed, for domestic travel.
• Receive and catalog all incoming music and add to Choral Library database.

Event Planning

• Serves as logistics point-of-contact for internal fundraising and development events, receptions, lunches and dinners.
• Coordinates all event day details including venue, food and beverage orders, linens, cutlery, tables, chairs flowers, name tags, cleaning services and catering contracts.
• Manages RSVP lists and mailings for non-ticketed events and meetings.
• Provides event related phone, letter and email correspondence including donor event reminders and response inquiries.
• Provides day-of and on-site event support, including executing set up and tear down.
• Coordinate hospitality suite for audition days including logistics, ordering, food pick-up, room set up, day-of supervision, and tear-down.
• Coordinates logistics of yearly organized internal catered College of Music meetings including holiday luncheon and end-of-year faculty meetings.
• Commencement ceremony (Fall and Spring): create and manage a spreadsheet for alternating faculty members attending the commencement ceremony, communicate with faculty members for participation and regalia rentals, and communicate with the VolShop with this information.
• Where possible assistance with event planning may be necessary. The Dean will include as needed.
• Manages key and door security clearances.
• Provides front-desk assistance when needed.
• Performs other related duties as assigned.

Required Qualifications 

• High school diploma and two years of office experience or Bachelor's degree
• Knowledge of administrative and basic office procedures
• Proficient Microsoft Office skills
• Ability to work independently and with a team
• Ability to apply policies and procedures
• Good communication skills
• Ability to prioritize and meet deadlines
• Ability to multi-task

Preferred Requirements

• High school diploma and five years of office experience or Bachelor’s degree with three years of office experience
• Experience in higher education
• Knowledge of event planning procedures

Screening of applicants will begin immediately and continue until the position is filled. For full consideration, applicants must electronically submit a letter of interest, resume, and the name, address, email, and phone number of three professional references.

Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Administration - Music
Schedule: Full-time
Job Posting: May 30, 2023, 1:06:00 PM