Job Summary This position supports the division/department head in maintaining the routine functions of the academic day and school year, supports the goals and objectives of the Music Department, University (teaching, research and community), and the National Association of Music Accreditation requirements. The assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including faculty, staff, administration, students, and parents. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills. Job Duties & Responsibilities The successful candidate will function in the following roles and embody the needed characteristics, skills and qualities (among others) to carry out position duties:Meet weekly with the Department Head to discuss administrative and campus needs. Arrange and coordinate meetings, schedule appointments, and maintain calendar for the Department Head to ensure there are no scheduling conflicts, appointments are on-time, and materials are available. Schedule conferences meetings, and annual reviews. Liaise with vendors and clients, providing excellent customer service. Possess excellent organizational and time-management skills. Have strong communication and interpersonal abilities. Ability to multitask, manage complex schedules, and meet changing deadlines. Manage, document, and maintain the division/department budget. Assist in planning faculty meeting agendas and new faculty orientation. Take and transcribe minutes and summarize discussions at various meetings. Independently compose correspondence for supervisor's review and signature. Prepare, gather, and format information for internal and external distribution including writing memos, compiling data for reports, editing, and proofreading. Make travel and accommodation arrangements and manage expense report process. Process routine purchases (requisitions) for the department and Title III (Grants). Monitor balances, process budget adjustments as needed. Communicate with Title III personnel concerning account issues and purchases. Executes and follow-up on paperwork. Be a warm, welcoming presence and greet all guests at the front desk. Ensure that the phone is answered in a quick, warm, and upbeat manner during regular school hours. Direct phone calls. Assist with check-in, check-out, inquiries, and deliveries.Sort incoming mail and attach appropriate file/information to facilitate action if required. Manage online updates to the departmental calendar. Maintain and organize student records. Execute student records requests. Keep all necessary office supplies in stock by maintaining inventory and proactive ordering. Arrange for office equipment maintenance. Process Payroll Order faculty supplies. Other duties as assigned by the department head. Qualifications Minimum:A high school diploma with administrative and supervisory experience. Must have computer skills and knowledge of relevant software. Must have knowledge of accounting, data and administrative management practices and procedures. Must have excellent communication, problem analysis and assessment skills. Background in current Technology Software.Preferred:A Bachelor's degree of Office Administration preferred. Supplemental Information Applications without the following will not be considered complete.Cover LetterResumeTranscript(s) if applicableCurriculum Vitae if applicable Review of applications will begin January 6th, 2025 and continue until position is filled.
