Administrative Assistant

Reporting to the Department Chair of Music, the Administrative Assistant provides administrative support and assists with the coordination of all department programs/activities, including scheduling, promotions, payroll, budget and data management. Department Receptionist and General Administrative Support Responds to all inquiries (via phone, email and in-person) regarding department programs and activities. Provides reports to the chair as requested. Maintains the official departmental calendar and all aspects of reserving and clearing the department’s facilities/spaces. Manages and arranges for the distribution of keys and key card access to department facilities for faculty and students. Maintains departmental advising folders for all music majors. Works with the Chairs, CVPA Director of Communications and Winthrop Admissions to promote department events and initiatives (open houses, endowed scholarships, and other opportunities) to faculty and current, admitted and prospective students. Receives and distributes incoming mail, office supplies, and material and equipment orders. Serves as a liaison to Facilities Management for routine work orders. Takes minutes at department meetings. Assists with website maintenance. Provides accurate and timely handling of paperwork and provides professional and courteous customer service to all stakeholders. Monitors and optimizes procedures for efficient management of department activities for all stakeholders. Event Coordination Coordinates all major on-campus events and guest artists sponsored by the department and handles any special receptions or activities associated with the events. Works with the department Technical Director to coordinate logistics and equipment needs. Helps host and support clinicians and guest artists. Coordinates the SCMEA alumni reception. Helps coordinate music scholarship and entrance auditions, including corresponding with prospective students and their parents to arrange special auditions with faculty committees and advising incoming freshmen during summer orientation sessions. Oversees the Academy of Music, including depositing tuition payments and working with the Business Center on Academy of Music accounts; processing payroll for Academy staff and faculty; supporting the program’s faculty coordinator; and talking with prospective students and their parents regarding the program, schedules and tuition. Student Support Works with the Chair and Director of Student Services to prepare orientation paperwork for incoming students. Assists students with change of major forms. Helps assign faculty advisors. Collects course override requests during registration. Distributes student evaluations each semester. Financial Management Serve as liaison to Business Center regarding purchase requisitions and coordination of equipment and consumable purchases. Helps monitor and manage department budgets. Tracks the spending of course fees for all department classes. Maintains records of all financial transactions, including preparing source documents for all transactions, operations and events. Makes recommendations to optimize procedures toward maximizing efficiency, economy and security. Hiring and Data Collection Coordinates with Business Center Staff to Initiate electronic personnel action forms (epafs) to hire adjunct faculty and to pay permanent faculty for temporary assignments, including dual employment, faculty overloads and temporary salary adjustments. Initiates and processes student hires in People Admin. Collects employment paperwork from adjuncts and student workers for submission to Human Resources. Reminds faculty supervisors and student workers to record and approve hours each pay period. Initiates contracts for professional services to pay visiting scholars and performers. Qualifications Bachelor’s degree and one year of responsible administrative experience; Associate’s degree and three years of responsible administrative experience; or a High School diploma and five years of responsible administrative experience. Knowledge of office management policies, practices and procedures. Effective oral and written communication skills and familiarity with common musical terms and language. Exceptional interpersonal skills and the ability to establish and maintain effective working relationships with faculty, staff, students and the general public. Exceptional organizational and customer service skills. Ability to effectively coordinate a variety of ongoing tasks while maintaining accuracy and meeting deadlines. Ability to exercise sound judgment and discretion when working with confidential information. Sufficient technical ability to master and troubleshoot software required to perform job duties at a high level. Additional Qualifications Experience as a receptionist. Proficiency with Microsoft Office and Google Docs. #J-18808-Ljbffr