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Administrative Assistant - Music

Oral Roberts University

Tulsa, OK

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JOB DETAILS
SKILLS
Administrative Skills, Calendar Management, Computer Skills, Consulting, Detail Oriented, Equal Employment Opportunity (EEO), Establish Priorities, Family Educational Rights and Privacy Act (FERPA), Financial Aid, Fine Art, Interpersonal Skills, Maintain Compliance, Mathematics, Microsoft Excel, Microsoft Outlook, Microsoft Word, Multitasking, Music, Nonprofit, Office Management, Operations, Operations Management, Organizational Development/Management, People Management, Performing Arts, Photography, Presentation/Verbal Skills, Procurement Software, Record Keeping, Registrar, Reporting Skills, Scholarship, Telephone Skills, Time Management, Training/Teaching, Voice Mail, Writing Skills
LOCATION
Tulsa, OK
POSTED
Today
ABOUT US
Oral Roberts University is a non-profit organization whose staff and faculty actually make a difference in the lives of its students. We pride ourselves on our culture and the values we uphold. Our team is passionate about what we do, and we want you to make us even better!

CURRENTLY ACCEPTING APPLICATIONS FOR ALL POSITIONS UNTIL FILLED.
JOB DESCRIPTION
- FULL TIME
The Administrative Assistant provides administrative support for the Music office, ensuring efficient daily operations and exceptional organizational management. This role assists the Director of Music, Assistant Director of Music, and/or the Dean of the College of Arts and Cultural Studies with administrative functions, special projects, and other assigned responsibilities.
RESPONSIBILITIES
  • Prepares reports for the directors and maintains financial records for the department
  • Processes talent award/scholarship letters and contracts and coordinates with Financial Aid and the grant department
  • Serves as a liaison between the School of Worship, Media, and Performing Arts (WMPA) and other departments
  • Serves as the e-mail contact for the Music department and provides answers to inquiries and/or consults others for information or forwards to appropriate individual for a response
  • Answers telephone, replies to voicemail, and manages the office flow of work and deadlines
  • Schedules music classes for incoming first-year students and assists upper division students with course enrollment
  • Helps arrange contact between students and instructors
  • Maintains semester courses and coordinates with the Registrar's Office
  • Processes course request forms, drop/adds, and all other petitions necessary to assist students
  • Maintains all department recruitment materials and audition materials
  • Works with Admissions to schedule tours and department visits and appointments made for prospective students
  • Maintains list of major/minor declarations and current student database
  • Maintains Media Arts Center calendar and coordinates with directors and university calendar to facilitate scheduling of music events
  • Assists directors with coordination of ensemble tours and festival concerts
  • Coordinates details for special events, recitals, and concerts and arranges for technical services, room reservations, and photography requests/equipment
  • Creates files for applicants for full-time and adjunct faculty positions and independent contractors
  • Assists in arranging interviews for new instructors
  • Processes all maintenance work orders for building needs
  • Processes lesson report forms and payroll reports on behalf of adjunct faculty contract requisitions and student workers
  • Supervises department student workers and timecards
  • Other duties as assigned
REQUIREMENTS
EDUCATION: Requires a High School diploma or GED

EXPERIENCE/SKILLS/ABILITIES:
  • Requires 2 years secretarial or 4 years clerical experience
  • Must be computer literate to include proficiency with MS Word, Excel, and Outlook
  • Must be able to learn and effectively use the departmental calendar and various applications used for purchasing, scheduling, student registration, and report generation
  • Proficient reading, mathematical, organizational, verbal, and writing skills required
  • Attention to details and interpersonal skills are necessary
  • Ability to prioritize and multitask in a fast-paced office
  • Requires the ability to effectively work with staff, administration, students, and parents from varying cultural backgrounds
  • Must be able to maintain a professional demeanor while working in a fast-paced work environment with constant phone interruptions.
  • Because this is a fine arts area involving close work with music performers and teachers, familiarity with traditional music styles is beneficial
  • Must maintain a high level of confidentiality of information
  • Maintains compliance with the Family Educational Rights and Privacy Act (FERPA) policy and its' procedures

Equal Employment Opportunity:

Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.

About the Company

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Oral Roberts University

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