Administrative Assistant, Music

Office of Human Resources 107 Kincaid Dr . MSC 750 Toccoa Falls, GA. 30598 706.914.8679 utf.edu Position Title: Administrative Assistant Department: Music Department Reports to: Chair, Music Department Category: Exempt Appointment: part-time, hourly (1,500 hours per academic year) POSITION SUMMARY The Music Administrative Assistant supports the Department Chair and music faculty in the department''s daily operations. Responsibilities include document and records management, scheduling, student communication, event coordination, and general office adm inistration. The position requires professionalism, confidentiality, attention to detail, effective time management, and personal initiative in carrying out responsibilities and making appropriate administrative decisions. TASKS Department & Academic Support • Provide administrative support to the Department Chair and music faculty. • Maintain departmental calendars, schedules, records, correspondence, and files. • Assist with course scheduling, applied lessons, ensembles, juries, recitals, and student records. • Serve as a primary contact for students, prospective students, faculty, and university offices. • Maintain confidentiality and FERPA compliance. Recruitment & Events • Coordinate auditions, scholarship processes, prospective -student communication, and recruitment events. • Assist with concerts, recitals, masterclasses, rehearsals, and other departmental events. • Maintain performance calendars, facility reservations, programs, and event materials. • Provide administrative and travel support for ensembles and guest artists. Budget, Personnel & Facilities • Assist with purchasing, invoices, reimbursements, budgets, and expenditure records. • Process and maintain documentation for faculty, adjuncts, accompanists, and guest artists. • Maintain inventories of instruments, equipment, technology, and departmental resources. • Coordinate facility scheduling and maintenance or repair requests. Communications • Maintain departmental announcements, calendars, email lists, and communications. • Assist wit h social media, promotional materials, newsletters, and departmental publicity. • Perform other administrative duties as assigned by the Department Chair. Office of Human Resources 107 Kincaid Dr . MSC 750 Toccoa Falls, GA. 30598 706.914.8679 utf.edu Additional Responsibilities • Supervise or coordinate student office workers. • Maintain an organized and welcoming department office. • Attend departmental events as need ed, including occasional evening or weekend performances. • Collaborate effectively with Admissions, Registrar, Academic Affairs, Marketing, Advancement, Facilities, Student Affairs, and other university offices. • Maintain and uphold the university 's spiritual standards SKILLS AND ATTRIBUTES • Judgment & Initiative - Exercises sound judgment, problem -solving, and independent decision -making. • Financial Management - Effectively manages and accounts for departmental expenditures. • Communication - Demonstrates strong written, verbal, and interpersonal communication skills. • Organization - Effectively manages schedules, priorities, deadlines, and multiple responsibilities. • Technology - Proficient with standard office software and able to learn university systems. • Supervision - Effectively coordinates and supervises student office workers. • Christian Commitment - Spiritually mature Christian aligned with the University's Statement of Faith, as presented in the UTF catalog and UTF employee handbook (please refer to the utf.edu website) and Music Department core values . QUALIFICATIONS Associate 's degree, or higher, preferred. PHYSICAL REQUIREMENTS Must be able to climb steps, lift files and boxes weighing up to 25 pounds. APPLICATION PROCESS The UTF application as well as the list of other required application materials can be found at http://www.utf.edu/employment/ . Review of applications will begin immediately, and the position will remain open until filled. All application materials must be submitted for a candidate to be considered.