Administrative Assistant (Music) Jobs

Posting Information

Posting Information

Position Title Administrative Assistant (Music)

Position Type Staff

FTE

• 75

General Employment Period

This position has potential flexibility in how the schedule is distributed during the year, such as 1) 40 hours per week for 9 months (mid-August to mid-May), 2) 30 hours per week for 12 months, or 3) something in between.

General Work Schedule (days of week)

M-F. A daily presence in the office is needed.

General shift hours

This is an in-person (not remote) position with a standard work schedule (weekdays 8-5 or something similar, depending on number of hours per week).

Benefits Eligible? Yes

Job Summary/Basic Function

The Administrative Assistant for the Music Department maintains the budgets for all music department accounts; supports faculty and students in a variety of ways; manages supplies, equipment, scheduling, and facilities; and oversees the music office, including supervising student workers.

• Maintain computer inventory and coordinate communication for problems
• Assist department chair with budget analysis, budget development, and year-end procedures
• Supervise and guide office workers with tasks, projects, prioritization, and protocols. Develop and update worker schedule as needed
• Manage office equipment (copiers, fax machines, printers, telephones, etc.) and maintain contacts with vendors/repair technicians
• Assist with developing and optimizing use of technology in the department
• Coordinate practice room sign up
• Manage posters and other signage in the building
• Design and coordinate printing of programs and posters for student and faculty events
• Budget: (40%)
• Provide a friendly, helpful demeanor and agreeable public face to the music department through in person, email, and telephone interactions
• Facilities and department furniture, equipment, technology and supplies: (10%)
• Faculty, staff, student, and public support: (30%)
• Monitor building maintenance and communicate with Facilities Management
• Answer phones, respond to messages, answer questions, provide information, and guide people to the appropriate person or office for their needs
• Manage department budgets in Excel/Banner with oversight from department chair, including Music Department, Choral Groups, Choral Tours, Choral Festival, Instrumental Groups, Instrumental Tours, Instrumental Festival, and Concordia Recordings
• Approve and process time sheets, work certifications, and other related forms
• Oversee and serve as a resource for student stage manager/recorder supervisors
• Supervise, train & develop student workers: (20%)
• Coordinate scheduling of rooms for classes, rehearsals, lessons, etc. using Event Management System
• Recruit, interview, hire, and train student workers for work in the office and recital stage managing and recording
• Process P-Cards for Choral, Instrumental, and Music Department budgets
• Coordinate requests regarding department furniture
• Provide support to student ensemble librarians
• Restock and order supplies
• Manage process for student recital requests, including printing and distributing forms, ensuring approval, collecting fees, and scheduling rehearsals/recitals/receptions
• Process journal voucher transfers/direct payment vouchers/expense forms
• Process invoices for Choral, Instrumental, and Music Department budgets
• Maintain current, accurate, detailed budget records, and meet regularly with department chair and staff to review and reconcile transactions against budget plans

Minimum Qualifications

• Strong computer skills and familiarity with standard office software, such as Microsoft Excel, Word, and web applications.
• Excellent oral and written communication and organizational skills.
• High school diploma, GED , and 2 years of related work experience.
• Ability to supervise student staff and work effectively as a member of a team.

Preferred Qualifications

Completed Associates or Bachelors Degree

Experience with music and awareness of concert logistics, musical instruments, etc.

Experience with office management, budgets, and scheduling

Affinity for working with undergraduate students

Desire to interact enthusiastically with faculty, staff, students, and the public

The department is especially interested in applicants who will contribute to the development of a diverse campus community and who have experience working effectively with diversified populations. Successful candidates will aspire to be part of a community that affirms an abundance of identities, experiences, and perspectives. (See Concordia’s current strategic plan https://www.concordiacollege.edu/about/president/concordia-leads/excellence-through-diversity/).

Open Until Filled Yes

Screening Begins 06/26/2023

Benefits

Concordia College is proud to offer numerous benefits to its employees, including

• Preventative Chiropractic Program
• Up to 100% tuition with discounts and scholarships at Concordia College and Concordia Language Villages.
• Life Insurance (full-time only)
• Planned Time Off ( PTO ) starting at 18 days/year
• Vision Insurance
• Dental Insurance
• Extras: access to athletic facilities, library, fitness classes, athletic events, theatre events, purchase dining on campus, free MAT bus rides
• Up to 100% tuition discounts with participating partners: CIC - TEP , ELCA schools, and Tuition Exchange Inc.
• Extended Illness Benefit ( EIB )
• Long-Term Disability Insurance (full-time only)
• Health Savings Account
• Paid parental leave
• Up to 50% tuition discount with Oak Grove Lutheran Schools
• Health Insurance
• Flexible Savings Account
• Retirement Plan
• 13 paid holidays including the time off in between Christmas and New Year

EEO/AA Statement

Concordia College will not discriminate against or harass any employee or applicant for employment because of race, color, creed, sex, religion, national origin, age, veteran’s status, disability, genetic information, sexual orientation, gender identity, marital status, familial status, public assistance status, membership or activity in a local human rights commission, or any other legally protected status.

Special Instructions to Applicants

Employment Contingencies Background Check

Location Moorhead