Administrative Coordinator - Department of Music

Administrative Coordinator

The Department of Music offers courses in the disciplines of composition, ethnomusicology, musicology, performance, technology, and theory. Our curriculum is inclusive and diverse, with emphasis on the traditions of Western concert music, American music (especially African American music and jazz), and global music (especially African, Arab, Jewish, and Asian musics). We provide opportunities for individual study of instrumental and vocal performances and participation in performing ensembles for academic credit. The courses, programs, and facilities of the Music Department are open to all members of the Tufts community. Degrees offered are a major or minor in Music, Sound, and Culture; a minor in Music Engineering; and a Master of Arts in Music.

What You'll Do

Under limited supervision of the Department Administrator, the Administrative Coordinator performs complex and diverse administrative duties for the Music Department. This position serves as a "front-of-house" and customer service manager in a busy office, and central source of information and problem-solving for students, faculty, staff, and external constituents; regularly answers questions about the department through phone, email, and face-to-face communication. Assists the DA, chair, and building manager on complex and advanced projects, administrative upkeep, and problem-solving. Performs a broad array of administrative duties supporting an academic department with diverse curricular and performance offerings. The ideal candidate blends digital competence, administrative know-how, friendly customer-centric service, light mentoring ability, and some knowledge of musical performance and musical instruments.

Essential Functions:

• Provides daily administrative support and oversees office operations:
• Provides advanced level administrative support for department
• Oversees daily operation of front-of-house; track status on ongoing matters and follow up as required
• Evaluates workflow and reallocates resources and/or redesigns processes to meet office needs and customer service
• Assists with hiring; trains students and/or temporary workers
• Provides direction and guidance to student staff and provides feedback on their work performance
• Oversees and evaluates office automation and information technology needs
• May assist with faculty search logistics

• Serves as primary department contact for customers:
• Serves in a highly visible capacity as resource for department including frequent interactions with internal and external customers; communicates on behalf of Department Administrator and Chair and other staff to explain or disseminate information
• Triages phone calls and prioritizes mail; briefs faculty or managers on issues needing immediate attention
• Explains department policies and procedures
• Researches and resolves customer problems and concerns
• Escalates emergencies, and other time sensitive issues
• Prepares, facilitates and manages confidential communications and information
• Manages department elists

• Manages Department Spaces and Musical Equipment:
• Oversees practice room and some classroom use; schedules private lessons and personal use of spaces
• Manages office supplies and services; advises on technology needs and troubleshooting
• Assists Building Manager with oversight and inventory of fleet of department-owned musical instruments; arranges repairs and replacements; manages student instrument and locker rentals
• Manages key and swipe access
• Assists in resolving minor technology issues

• Assists Coordination of Meetings or Special Events:
• Assists in planning logistics for events including space booking, travel, and catering
• Contacts speakers or presenters, arranges for payment or honorarium
• May coordinate logistics on-site during small events or programs
• Supports Music Department ensembles as needed

• Assisting Department Administrator on payroll, payments, budget, personnel, and enrollment issues:
• Maintains department timekeeping spreadsheet and approves student timecards
• Processes roughly 80% of department payments and honoraria
• Assists vendors with onboarding and troubleshooting
• Assists DA with overseeing department spending and resolves problems
• Provides ad hoc reports on student enrollment and data analysis on budgetary or enrollment issues
• Helps maintain department website

What We're Looking For

Basic Requirements: Knowledge and experience typically acquired by:

• High School /GED
• College degree may serve as a substitute for some years of experience
• 5+ years of administrative experience OR a bachelor's degree and 3+ years of experience.
• Advanced knowledge of Microsoft office suite including word processing, editing and graphics functions, spreadsheet and database knowledge.
• Bookkeeping or basic accounting knowledge and excellent organizational and interpersonal skills.

Preferred Qualifications:

• Background in and knowledge of music and musical performance
• Ability to focus in a distraction-heavy environment

Special Work Schedule Requirements:

This role is in-person during the academic year, with hybrid flexibility during summer months.

Pay Range

Minimum $27.85, Midpoint $33.15, Maximum $38.50 Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.