Operations Manager

Location Tacoma, WA (Campus only) Position Summary The operations manager in the School of Music manages the School of Music office in a variety of functions. This role performs a wide range of complex duties in support of the Director, department faculty, students and staff members, and serves as liaison to offices and departments on campus. Essential Job Functions and Responsibilities Operations Facilitate affiliate artist faculty payroll, monitor contracts/schedules. Register music students for applied lessons; oversee registration of all ensemble courses for credit or audit. Update instructor of record and course times in Peoplesoft, input degree milestones into Peoplesoft for music performance requirements. Facilitate process for endowed awards and work with Student Financial Services. Assist director with preparing accreditation materials including annual HEADS data survey, and the decennial Self-Study and Management Documents Portfolio. Respond to building needs; collaborate with the Director on major building maintenance projects; request services from Technology Services, Facilities and Media Services as needed. Manage and monitor distribution of keys and practice room access for all faculty, staff and students. Manage student jury examinations process, including scheduling examinations, communicating schedule to students and faculty, liaising with collaborative pianists, scheduling, collecting and disseminating jury feedback, submitting final applied lesson grades. Schedule piano tunings and other services as needed. Administration Attend to the general day-to-day operation of the music office, gather statistics and maintain spreadsheets/databases, prepare reports and contracts as needed. OCR pdfs as requested by faculty. Take minutes at faculty meetings. Assist the Director with appointments and additional projects as requested. Coordinate class/teaching schedules, room assignments; collect semester syllabi; hire, coordinate and assign on-campus performance gigs for student musicians; order music, equipment and supplies; coordinate catering and manage logistics of events. Coordinate and schedule all details involved in candidate searches for faculty positions. Schedule and administer all faculty course evaluations. Coordinate the scheduling of noon recitals, track student performers and program needs, follow through with students, faculty, outreach and events coordinator, and concert hall staff. Communications Oversee and assist in the daily contact with students, faculty and guests of the University (including prospective students and their parents). Maintain knowledge of general School of Music practices to answer questions regarding events, classes, lessons, faculty, general inquiries, etc. Manage School of Music web presence Maintenance and updates to the website; post and update music events throughout the year on the front page; post programs, update Schneebeck Live and other pages as needed with text, photos, and videos. Manage social media platforms: Facebook, and Instagram. Create and solicit content, publish events calendar; monitor interactions and record analytics; monitor external calendar submittals and event outreach. Maintain continuous contact with School of Music staff (Director, outreach and events coordinator, concert hall manager, music recruitment coordinator, community music, student ensemble managers and faculty assistants); act as liaison to other departments (Registrar, Facilities, Security, DCS, Associate Deans, Academic Vice President, ASUPS, and HR). Supervisory Responsibilities Supervise four department student staff members. Work in conjunction with Career and Employment Services to update student job descriptions. Interview, hire and supervise student employees, assign and oversee all projects. Budget Responsibilities Maintain and monitor School of Music operating budgets and multiple gift accounts, handle payment of all invoices for the School of Music. Assist the Director in preparing budget variances. Contract Responsibilities Draft contracts for visiting artists/scholars, staff and affiliate faculty for various events, including managing all correspondence with the visiting artists/scholars, communication with pertinent campus constituencies and compliance with University of Puget Sound Counsel, and compliance with any pertinent international tax laws, and ensure payment to recipient in a timely manner. Qualifications Experience as a high-level administrative assistant, including progressively responsible experience in managing office workflow systems, budget, confidential files, etc. Exceptional eye for detail and ability to produce work accurately. Knowledge of Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, Google Suite, PeopleSoft required. Knowledge of website editing and social media management required. Outstanding interpersonal and communication skills. Strong organizational skills, initiative and follow-through. Ability to multi-task in a fast-paced environment. Supervisory experience. Must be able to work independently, proactively, and work well under time constraints. Rudimentary understanding of music desirable. Ability to work with many sound distractions. Ability to respectfully work, communicate and provide leadership within a diverse campus community. Compensation and Benefits Job Family: Administrative Support Level: S3 Pay Grade: 4 Pay Range: $23.55 - $24.58 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations. Benefits for eligible staff employees include: Medical, dental, and vision Life insurance and long-term disability Employee Assistance Program Retirement plan options and 403(b) contributions Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays Education benefits, such as full tuition for eligible employees and their families Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more). Please Note Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long‑term disability or education benefits. Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits. Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits. This position is non‑exempt from the provisions of the Fair Labor Standards Act. Application Deadline Review of applications will begin on June 22nd, 2026. Required Documents Resume Letter of Interest 3 Professional References (At least 2 supervisors) Puget Sound is an equal opportunity employer. #J-18808-Ljbffr