Senior Administrative Assistant

JOB TITLE:  Senior Administrative Assistant

DEPARTMENT:  School of Music

Summary:

Under the supervision of the Dean of the School of Music, this position is responsible for managing much of the daily School of Music operations, including the planning of course offerings, overseeing student advising and registration, faculty log payments, and budget management. The Senior Administrative Assistant works with numerous administrative and academic offices across campus, including the Provost’s office, Registrar, Finance, Admissions, Student Services, and Advancement.

Essential Duties & Responsibilities:

  • Assists and supports the Dean and Program Directors with all full and part-time faculty course assignments, collecting and submitting monthly faculty log sheets and bi-weekly accompanist logs       
  • Updates and maintains course offering information, registers all students for ensembles, oversees and assigns faculty advisors and the advising and registration of students, schedules and registers non-major lessons
  • Manages contracts for services for guest artists, guest speakers, traveling talent, and students; acts as a production manager for many events, coordinates student performances off campus
  • Manages the purchasing for the school, overseeing the purchasing of equipment and instructional material, preparing purchase orders and check requests
  • Manages program records and files, including student and faculty files, which may be confidential and adhere to FERPA regulations
  • Creates and communicates the School of Music academic, performance, and jury/senior project calendar, promotional materials for School of Music events, and communicates important information regularly
  • Assists first-time freshman and transfers with orientation and registration of classes.
  • Coordinates faculty and students for orientation, open house, auditions, and special events
  • Liaises with Admissions and faculty/staff to coordinate audition days and tracking of prospective students. 

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do not purport to describe all functions.  Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

 

Education:

  • Bachelor’s Degree in Music, Music Business, Business Administration or related field preferred

Experience:

  • 1 – 3 years of business experience in an office environment
  • Substantial academic administrative experience, preferably in a performing arts-related environment
  • Knowledge and experience with College/University organization, policies and operating procedures.

 

Competencies, Knowledge, Skills & Abilities:

  • Demonstrated ability to write clear and concise reports and memoranda. 
  • General knowledge of Google Suite, Microsoft Office, Adobe Creative Suite, Datatel Colleague software, Canvas LMS, Social media platforms.
  • Ability to establish and maintain cooperative working relationships with co-workers, students and the public.
  • Ability to complete heavy workload within established time frames.
  • Ability to work independently and identify potentially more effective methods of work operation.
  • Ability to work evenings and weekends, when necessary
  • Ability to work with a high level of confidentiality and discretion
  • Demonstrated ability to write clear and concise reports and memoranda. 

Supervisory Responsibility:

  • Supervises
    • Administrative Assistant
    • Work-study students

 

About the University of the Arts:

University of the Arts’ mission is simple: to advance human creativity. Established in 1876, UArts believes creativity is the most essential skill for success in today’s society and has educated generations of groundbreaking artists, performers, designers and creative leaders for more than 141 years.  After being granted university status in 1987, University of the Arts became the largest institution of its kind in the nation, offering programs in design, fine arts, media arts, crafts, music, dance, theater and writing. It now features 30 undergraduate arts majors, 15 graduate programs and the nation’s first PhD program in Creativity. UArts is also home to innovative centers across disciplines, including the Center for Immersive Media, Lightbox Film Center, Philadelphia Art Alliance and Rosenwald-Wolf Gallery. Learn more about UArts.

TO APPLY: Interested, qualified applicants should submit letters of application, resumes, and portfolio link, if available, to the Human Resources Department via email to jobs@uarts.edu. Please ensure job title is in the Subject line.
 

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, The University of the Arts publishes its Annual Safety Report at the following link for your reference: http://www.uarts.edu/about/campus-crime-fire-reports

 

THE UNIVERSITY OF THE ARTS IS AN EQUAL OPPORTUNITY EMPLOYER

Title IX Statement: The University of the Arts prohibits discrimination on the basis of sex in its programs and activities, including admission and employment, in accordance with Title IX of the Education Amendments of 1972. The Title IX Coordinator and Diversity Administrator is responsible for overseeing compliance with Title IX and other civil rights laws and regulations. To contact the Title IX Coordinator, e-mail titleix@uarts.edu,, or visit The University of the Arts, 320 S. Broad St., Philadelphia, Pa. 19102, Room 260, or call 215-717-6366. To learn more about the University's Title IX policy and response to sex discrimination, including sexual harassment and sexual violence, please visit www.uarts.edu/titleix. Inquiries may also be directed to the Federal agency responsible for enforcing Title IX, the U.S. Department of Education Office for Civil Rights.

 

 

Launch Experience