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Administrative Assistant, Department of Music

Jacksonville State University
Jacksonville (Main Campus)

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Job Details

Job no: 496951
Work type: Full Time
Location: Jacksonville (Main Campus)
Categories: Staff



Normal Work Schedule:

8:00 am – 4:30 pm, Monday - Friday

Annual Salary:


Job Summary:

The Administrative Assistant performs clerical duties which includes maintaining electronic and hard copy files, data collection, handling requests for information and data, resolving administrative issues and inquiries and preparing written/typed responses to routine inquiries. The Administrative Assistant is the front face of the David L. Walters Department of Music and thus must receive and direct visitors and guests in a friendly and hospitable manner whether in person or by phone.

Duties and Responsibilities:

  • Manages the schedule of the department head, organizes meetings, and prepares documents at the request of the department head
  • Formats concert programs and orders for all concerts sponsored by the music department, including all junior and senior recital programs (approximately one hundred per academic year).
  • Collects programs for every music department sponsored event in a digital format for submission to all music licensing agencies, i.e., ASCAP, SEESAC, Global Music, and BMI and archive all programs in a digital format as a repository for accreditation purposes for the National Association for Schools of Music and music department records
  • Designs and creates dynamic forms for routing purposes from one unit to another for required signatures.
  • Collection of data throughout the year for information sharing with faculty at important points throughout the calendar year by the department head. Data to be displayed in PowerPoint slides using charts or diagrams. Data also collected for the National Association of Schools of Music (NASM) HEADS Annual Survey.
  • Conducts management of the Recital Hall through the dynamic form for the College of Arts, Humanities, and Sciences event calendar for year-round concert scheduling.
  • Collects course syllabi, including for every applied instructor and ensemble, electronically each semester for every course taught, as per NASM standards.
  • Collects schedule cards and curricula vitae for submission to the Dean’s office each semester and annually, respectfully.
  • Creates Memorandums to make transcript revisions whenever there are duplications or errors or each semester if a student registers for the wrong section of a course. Ensure these memos are forwarded through the dean’s office and then on to the registrar.
  • Forwards emails from the administration to the faculty. Including information that comes from the vice president for academic affairs (provost), the associate vice president for academic affairs, or the dean’s office.
  • Creates and maintains e-filing systems for faculty evaluations, undergraduate and graduate student files, music education Teacher Candidate Disposition Assessment evaluations, and all other files.
  • Manages the rental and assignment of lockers within Mason Hall for students.
  • Supervises student workers employed for the music office, computer lab, and keyboard lab.
  • Answers phone calls received from the public through the music office and help with disseminating information such as how to contact faculty or describe our academic program.
  • Post job openings for schools and churches. Connect with the community by sending out brochures to advertise special events within the music department (e.g., Foothills Piano Festival mailings, Opera production advertisements, Gospel choir recruiting postcards, Faculty Recital Announcements). Also send out recruiting packets to prospective students who have inquired about the music program at JSU
  • Performs other related duties as assigned

Required Minimum Qualifications:

  • High School diploma or equivalent
  • At least two (2) years full time equivalent experience in clerical or administrative support

Required Documents:

  • Cover Letter
  • Resume
  • Employee Benefits:

    JSU strives to provide great quality of life to our employees through an attractive, competitive benefits package for our full-time faculty and staff. These benefits enhance your salary as a JSU employee and are part of your total compensation package. Benefits include:

  • Retirement Plans
  • Alabama Teacher’s Retirement System (TRS)
  • RSA-1 Deferred Compensation
  • 403-B Retirement Annuity (TIAA)
  • Health Insurance
  • Medical (PEEHIP)
  • Optional plans: vision, dental, flexible spending plan, dependent care, cancer and hospital indemnity
  • Long-term disability and life insurance
  • Tuition assistance
  • Paid and unpaid leave
  • Employee Assistance Program
  • Prescription assistance
  • For additional information regarding benefits, please visit our website.

    Clery Notice: In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Jacksonville State University Police provide information on crimes statistics, crime prevention, law enforcement, crime reporting, and other related issues for the past three calendar years. The JSU Annual Campus Security and Fire Report is available online at:

    Equal Employment Opportunity: JSU is an Equal Employment, Equal Opportunity, and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, genetic information, national origin, disability status, protected veteran status, or any other characteristic protected by law.

    Advertised: Apr 12 2024 Central Daylight Time
    Applications close: Apr 19 2024 Central Daylight Time


    Jacksonville State University offers an ideal environment for scholars of all ethnic backgrounds who want to live and work in a friendly, small-town surrounding where academic excellence is appreciated and encouraged. The main campus is located in one of the most beautiful areas of Alabama midway between Birmingham and Atlanta. A blend of modern and old, Jacksonville is a charming Southern village that is rich in history, dotted with nationally registered antebellum homes, and other historic sites nestled in the foothills of the beautiful Appalachian mountains.

    Founded in 1883 and located in northeast Alabama, Jacksonville State University is home to more than 9,600 students representing 63 countries. As a learning-centered university, it strives to challenge students academically in a responsive environment, meeting their educational, career and personal goals. As an academic institution, it seeks to produce broadly educated graduates prepared for global engagement. As a public, comprehensive university, it promotes excellence in scholarly and service activities consistent with its academic and professional strengths. For a complete list of Goals, Core Values and Strategies to fulfill this Mission, go to the JSU Strategic Plan home page.

    Academically Jax State offers bachelor's, master's, post-baccalaureate, doctoral and advanced certificate programs. There are 96 undergraduate programs, 8 undergraduate micro credential and certificate programs, 64 master's programs, five doctoral programs, seven educational specialist programs, and 11 graduate certificate programs/micro credentials.  More than 40 online programs are offered. The University features seven colleges on its 459-acre campus - Arts and Humanities; Business and Industry; Education and Professional Studies; Health Professions and Wellness; Social and Behavioral Sciences; Science and Mathematics and Library. Most academic programs have discipline-specific accreditations, a reflection of their quality and JSU’s commitment to excellence.

    Company info
    700 Pelham Road North

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