Administrative Assistant

Description

The Administrative Assistant serves as the primary administrative support professional for the Department of Music. This position is responsible for coordinating the daily operations of the department while providing exceptional customer service to students faculty prospective students alumni and community partners. The Administrative Assistant works closely with the Department Chair and faculty to ensure the efficient operation of academic programs ensemble activities concerts recruitment initiatives and departmental events.

The successful candidate will possess strong organizational skills excellent communication abilities attention to detail and the ability to manage multiple priorities in a collaborative academic environment.

JOB FUNCTIONS:

Administrative Support

• Serve as the first point of contact for the Department of Music by welcoming visitors answering phones responding to emails and directing inquiries appropriately.
• Provide administrative support to the Department Chair and faculty.
• Maintain departmental calendars schedules and meeting logistics.
• Prepare correspondence reports agendas meeting minutes and other departmental documents.
• Coordinate office operations and maintain organized departmental records.
• Order and maintain office supplies and instructional materials.

Academic Support

• Support faculty with course-related administrative tasks.
• Maintain student records and departmental files in accordance with institutional policies.
• Assist with student worker hiring scheduling training and supervision.
• Assist prospective and current students with departmental questions.
• Coordinate student communications regarding departmental events deadlines and opportunities.
• Maintain scholarship and audition records as directed.

Events and Performances

• Coordinate logistical support for concerts recitals ensemble performances guest artists clinics workshops and departmental events.
• Reserve performance venues classrooms rehearsal spaces and equipment.
• Assist with concert programs promotional materials and event communications.
• Coordinate hospitality arrangements for guest clinicians adjudicators and performers.
• Maintain the departmental performance calendar.
• Assist with recruiting events auditions campus visit days and scholarship auditions.

Financial and Operational Support

• Process purchase requisitions invoices travel reimbursements and other departmental financial documents.
• Monitor departmental budgets as directed by the Department Chair.
• Maintain inventory of departmental equipment and supplies.
• Coordinate maintenance requests for classrooms rehearsal spaces instruments and equipment.

Additional Responsibilities

• Maintain confidentiality of student and personnel information.
• Assist with accreditation assessment and institutional reporting activities.
• Support commencement honors events auditions orientation and other College functions.
• Perform other duties as assigned by the Department Chair.

Associate degree required; bachelors degree preferred. Minimum of two years of administrative support experience preferably in higher education or a comparable professional setting. Excellent written and verbal communication skills. Strong organizational and time management abilities. Proficiency with Microsoft Office 365 including Word Excel Outlook and Teams. Ability to prioritize multiple projects while meeting deadlines. Ability to work independently and collaboratively.

APPLICATION

Review of applications will begin immediately and continue until position is filled. Applicants should send a letter of interest resume and contact information for three professional references. References will not be contacted without the candidates approval. Electronic application materials should be sent to Please include Administrative Assistant for Music in the subject line.

Newberry College does not discriminate against any person or group on the basis of age color disability gender pregnancy national origin race religion sexual orientation veteran status or genetic information. Newberry College is building a culturally diverse faculty and staff committed to working in a multicultural environment and encourages applications from people from diverse identities and backgrounds.

E-Verify:

Currently the college uses E-Verify for employment verification. E-Verify is an internet-based system that compares information entered by an employer from a n employees Form I-9 (Employment Eligibility Verification) to records available to the US Department of Homeland Security and the Social Security Administration to confirm employment eligibility.

College Employment Policy

This job description reflects the general details considered necessary to describe the principal functions of the job identified and shall not necessarily be construed as a detailed description of all the work requirements that may be inherent in the job. Job descriptions do not constitute an employment agreement or contract of employment expressed or implied. Unless designated in writing and signed by the College President all College employees are considered to be EMPLOYED AT WILL. Newberry College reserves the right to change alter and amend job descriptions functions and duties at the pleasure of the College President or Board of Trustees.

Required Experience:

Junior IC