Posting Number : S000564
Position Title : Academic Assistant, Department of Music
Division : College of Arts & Sciences
Supervisor Title : Chair of the Department of Music
Status : Part Time Regular
Position Summary
To provide administrative assistance and related support to the operations and services of the Department of Music.
Description of Key Responsibilities
1. Greet and assist persons visiting and calling the department. Answer questions, research problems, serve as a resource to faculty and students about policies and procedures, direct callers and visitors to others, record and forward messages, and schedule appointments for the department chairs.
2. Oversee building needs and interact with custodial and maintenance staff to meet those needs; coordinate office moves; maintain copier, printers, and maintain adequate supply of office supplies. Collect, sort, and distribute mail for the departmental faculty.
3. Complete required paperwork to set up new faculty with office space, computer, phone, email, voicemail, keys, and parking sticker; orientate new employees to buildings and campus; instruct new employees how to use copier, printers, and other equipment in the buildings.
4. Obtain pricing for departmental purchases, renew memberships and subscriptions, and prepare purchase orders for reimbursements for faculty and staff.
5. Maintain and review departmental budgets, budget reports, personnel and syllabus files. Monitor budgets for department and allocate/transfer funds when necessary.
6. Maintain department records for faculty evaluation. Schedule appointments and annual reviews for faculty who are due to have a review; serve as liaison with the College of Arts & Sciences Administrative Assistant and the Office of Academic Affairs.
7. Take minutes at department meetings; transcribe and distribute to departments; maintain department files.
8. Provide administrative support to department chairs with tasks associated with faculty searches, including candidate phone interviews, travel arrangements, campus interview itineraries, and process expense reports for faculty and candidates involved in the search process.
9. Make travel arrangements, including air, hotel, and conference registration for faculty and visitors, including student field trips and annual tours of music ensembles; prepare/submit required documents for travel.
10. Confer with department chairs regarding staffing of courses; prepare requests for contracts for part-time hiring; communicate to Registrar changes in course schedule including time and staffing changes; complete stipend paperwork for faculty in departments; contact students regarding changes and cancellation of courses; prepare and process course proposals and amendments; manage book order process and request desk copies; input and proof data in Excel for annual academic course schedule for departments.
11. Maintain departmental websites and other online forms of communication (i.e., social media).
12. Provide administrative support for external accreditation requirements including assisting in submitting required reports, coordinating and tracking all needed actions related to assessment plans for accreditation, maintaining a system of documentation of accreditation activities and processes, and working with offices and departments across campus to obtain necessary data.
13. Supervise assigned student worker(s); participate in selection, provide and/or ensure adequate training, schedule and assign work, monitor performance, and provide appropriate mentoring.
14. Make arrangements for a variety of meetings and receptions. Reserve rooms and necessary supporting materials such as audio-visual equipment. Coordinate with maintenance, food service and other personnel, as appropriate.
15. Maintain a current Standard Operating Procedures manual and continually identify ways to streamline and increase transparency in procedures.
16. Maintain records for student scholarships; catalog jury results, piano proficiency exam results, performance barrier results, recital verification and recital hearing results.
17. Assist Music Education Coordinator with practicum and student-teaching placements.
18. Other duties and responsibilities as appropriately assigned.
Required Knowledge, Skills and Abilities
1. Demonstrate understanding of, sensitivity to, and respect for the diverse academic, socio-economic, race, ethnicity, gender identity, sexual orientation, age, mental or physical disability, and religious background of all students, faculty and staff, and with all individuals encountered in the performance of required duties.
2. Ability to consistently demonstrate excellent interpersonal skills in dealing with persons both internal and external to the College, both on the telephone and in person.
3. Ability to perform administrative support functions with a high degree of professionalism.
4. Ability to accurately process and organize large amounts of information and data within prescribed time frames. Ability to deal with a number of tasks concurrently, in an environment when interruptions are routine experiences, without direct supervision. This requires a person who is well organized, detail orientated, flexible, and able to efficiently establish priorities.
5. Excellent communication skills, including excellent writing skills that will reflect positively on the College.
6. Knowledge of or the ability to quickly grasp and articulate the College’s mission, organization, operation, performance expectations, and culture. Ability and inclination to exercise discretion with regard to confidential information and to conform to all requirements regarding release of information, being mindful of sensitive information.
7. Demonstrate civil and inclusive behavior when interacting with staff, faculty, and students and visitors to the College.
8. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.
The individual in this position performs administrative and related services that have impact on the Department of Music. The individual in this position must maintain a high degree of confidentiality about these areas of responsibility. The position requires a commitment to the mission and objectives of North Central College and the Academic Affairs unit, integrity, maturity, energy, and the ability to interact successfully with multiple constituencies.
Education/Training
An associate’s degree or equivalent work experience is required. Bachelor’s degree is preferred.
Experience
A minimum of two (2) years in an administrative support role required. Experience within an institution of higher education is preferred.
Employment Conditions
An offer of employment is contingent upon successful completion of the College’s background screening process.
Number of Vacancies : 1
Applicant Documents
Required Documents
Resume
Cover Letter/Letter of Interest
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