Academic Background, Adjudication, Administrative Skills, Billing, Budget Management, Calendar Management, Communication Skills, Course Administration, Customer Support/Service, Detail Oriented, Establish Priorities, Financial Operations, Higher Education, Inventory Management, Logistics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Music, Operational Support, Operations, Operations Management, Order Supplies, Organizational Skills, Prepare Correspondence, Presentation/Verbal Skills, Promotional Programs, Purchase Orders, Record Keeping, Reimbursement, Scholarship, Team Player, Telephone Skills, Time Management, Training/Teaching Materials, Writing Skills
JOB 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.
EDUCATIONAL OR OTHER HIRING REQUIREMENTS FOR THE POSITION
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 candidate's approval. Electronic application materials should be sent to human.resources@newberry.edu. Please include "Administrative Assistant for Music" in the subject line.