Senior Administrative Assistant
POSITION: Senior Administrative Assistant
DEPARTMENT: School of Music
REPORTS TO: Director, School of Music
Under the supervision of the Director of the School of Music, this position will facilitate the daily operation of the School of Music. Administrative tasks include scheduling of courses and rooms, overseeing student advising and registration, preparation of faculty contracts, and budget management. The Senior Administrative Assistant works with numerous administrative and academic offices across campus including the Dean of the College of Performing Arts, Registrar, Finance, Admissions, Student Services, and Advancement. This position supervises work study students.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Advising & Registration
- Manages and coordinates all administrative aspects of Academic Advising and Registration for the School of Music.
- Handles pre-advising and registration of new students; assists with transfer students. Coordinates class placements with various Division Heads and Area Coordinators. Additional advising during Orientation.
- Oversees current student registration materials, corrects errors as necessary.
- Manages the submission of the Course Section Offerings bulletin: creates new semester, manages room assignments, and updates any changes throughout the semester. Ensures that the necessary equipment is available in each room used by the School of Music.
- Consults with Director on program curricula and course listings; manages curricular tables for each degree program; submits changes as necessary.
- Oversees pre-advising and other curricular tasks related to the School of Music programs, such as transfer credits, electives, and course schedules.
- Oversees the timely submission of materials and forms to the Registrar’s Office, including Drop/Add forms, grade rosters, and Change of Grade forms.
- Corresponds with students and faculty during Registration and Drop/Add periods to assist with scheduling and registration issues.
- Works with School’s Chief Advisor to train new advisors.
- Manages all aspects of School of Music Advising Blockout, including distribution of materials and information to students and advisors, coordinates and leads pre-Advising meetings, and other related activities.
- Oversees the completion of forms and graduation approval for the Graduate programs in the School of Music. Assists the Head of Music Education in advising, registration and scheduling of courses in the (summer) MM in Music Education program.
- Works closely with the Dean’s office of the College of Performing Arts to prepare the School and College for New Student Orientation.
- Creates jury schedules in conjunction with Department Chairs; confirms student registration for juries. Using Remark software, scans and processes jury results to be used for assessment.
- Assists Chief Advisors with Transfer Credit Evaluations.
- Coordinates, in consultation with Director, activities and materials for School of Music presence at Open House.
- Assists in coordinating off-campus recruitment efforts, as needed.
- Assists with Audition Day as needed; includes managing Audition Day in the absence of the Administrative Assistant.
- Faculty (Payroll, Contracts, Management)
- In consultation with Director, oversees all Part-Time and Full-Time faculty course assignments for Course Section Offering bulletin and contracts. Inputs all course information using the Colleague database.
- Collects monthly payroll log sheets from faculty. Calculates information to be submitted to the Payroll department each month; oversee budget compliance.
- Maintains a database of applied lessons records and ensemble rehearsals; distributes information to Department Chairs and Ensemble coordinator.
- Handles orientation of new School of Music faculty to University and School policies and procedures.
- Trains faculty on the use of various online tools (Portal, Google Apps, etc.) through the distribution of documents and video tutorials.
- Assists Director in preparation of the School budget; consults on various aspects of annual request. Enters all budget request information into Colleague database.
- Monitors the operating budget for the School of Music, as well as any area-specific and restricted budgets.
- Data for Institutional Research & Development
- Compiles information needed for the Office of Institutional Research.
- Management of School
- Collects, maintains and updates all School records including those pertaining to students, faculty, contracts, course syllabi, etc.
- Oversees the Work Study budget for the School of Music: confirms that job descriptions are accurate, processes Student Employment Authorization forms to ensure students are hired and paid at a correct rate, keeps records of hours worked and monitors the allotted budget for each sub-area. May directly or indirectly supervise student employees.
- Establishes and manages a master schedule for the School of Music, to include student and faculty recitals, master classes, meetings, concerts and jury examinations. Coordinates scheduling and calendar management with production staff and/or other departments.
- In conjunction with Director, oversees Senior Showcases: ensures that proper policies and procedures are being followed, and that department requirements are reflective of School requirements.
- Arranges for the tuning, maintenance and moving of pianos. Coordinates classroom, rehearsal, and concert schedules with tuners and movers.
- Assists the Coordinator of School of Music Pre-College Activities in the scheduling of classes and events for the Creative Jazz Institute.
- Creates programs for various School of Music performances and other special events.
- Serves as Director's delegate in his/her absence.
Required Knowledge, Skills, and Abilities:
- Experience with:
- Macintosh platform
- Microsoft Office Suite
- Google Apps
- Internet and email; social networking sites
- Telephone, fax machine, photocopier
- Familiar with (will train if necessary):
- Ellucian Colleague software
- Adobe Creative Suite
- Digication Course Management software
- Gravic Remark Office OMR software
- Strong communication skills.
- Ability to establish effective working relationships with a wide range of people and maintain confidentiality required.
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 AND EXPERIENCE:
• Bachelor’s degree in Music or equivalent experience; Master’s degree preferred.
• Experience working in higher education.
• Administrative/management experience.
• Bookkeeping knowledge helpful.
ABOUT THE UNIVERSITY:
The University of the Arts—a leader in developing visual and performing artists and designers since 1876—is the only university in the United States that allows its students to collaborate across traditional lines. With more than 30 majors, 30 minors and 13 graduate programs in visual arts, performing arts, design and liberal studies, UArts develops alumni who are not only leaders in their disciplines, but also creative thinkers able to succeed in any path they choose. Our nearly 1,900 students study and create on our campus in the heart of Philadelphia’s Avenue of the Arts, the city’s cultural center, within walking distance of hundreds of galleries, museums, theaters and other performing arts venues.
TO APPLY: Interested, qualified applicants should submit letters of application, CV, to the Human Resources Department via email to firstname.lastname@example.org. Please ensure job title is in the Subject line.
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