Administrative Assistant- Music more...
Location:Saint Peter, MN
Company:Gustavus Adolphus College
First posted:July 15, 2017

Administrative Assistant- Music

Gustavus Adolphus College invites applications for a full-time Administrative Assistant with the Department of Music. This position is 30 hours per week, for 40 weeks per year and 40 hours distributed during the summer.  

Gustavus Adolphus College is a private liberal arts college in Saint Peter, Minn., that prepares 2,400 undergraduates for lives of leadership, service, and lifelong learning. Fully accredited and known for its strong science, writing, music, athletics, study-away, and service-learning programs, Gustavus hosts a chapter of Phi Beta Kappa and is internationally recognized for its annual Nobel Conference.

This position facilitates the functioning of the Department of Music, providing professional and creative support to its faculty, students and guests as it achieves the goals stated in its mission.  Specifically, this includes administrative responsibility with budget, inventories, special events, supervision of student employees, and creative support to the needs of the music faculty.

Duties and Responsibilities:

  • Assist the department chair in identifying, developing and deploying effective office procedures and information management for the department.
  • Work with the chair to maintain the department budget. Keep all budget data current, initiate requests for payment, interdepartmental transactions; reconcile Wells Fargo charges, and process purchases.

  • Compute adjunct faculty salary data for payroll department.

  • Assist the chair in producing reports to outside agencies and college offices.

  • Assist in faculty search processes: maintain individual candidate files, acknowledge letters of application, schedule visits on campus, make arrangements for hospitality, and make personal contacts with candidates when appropriate.

  • Assist in preparation for department meetings, purchasing refreshments, taking notes and distributing minutes.

  • Maintain appointment schedule for the chair.

  • Maintain inventories, ensemble performance libraries:

    • Maintain the on-line music performance library database.

    • Compile and/or update an annual inventory of all music equipment and instruments (with the assistance of the Instrumental Music Assistants).

    • Maintain copies of inventories for the Finance Office.

  • Proofread and manage official mailings, newsletters and electronic communications to prospective students, area educators and alumni.

  • Lend communication and coordination support for the college's music touring program.

  • Distribute ensemble audition information to students.

  • Compile annual departmental handbooks (online music student handbooks, and faculty handbooks), and recital audition forms.

  • Initiate annual sophomore reviews for music majors.

  • Coordinate the Friday Afternoon Recitals and Saturday Showcase Concerts.  

  • Assist with orientation efforts for new music students.

  • Oversee student workers, including office assistants, lab monitors, and piano accompanists.

  • Monitor student worker hours, schedules and evaluations; write recommendations on behalf of deserving student assistants, establish a professional and positive work environment.

  • Assist in maintaining the department's web presence.

  • Maintain records, filing systems, office supplies, etc. utilized by music faculty and office personnel.

  • Operate and maintain all office equipment.

  • Check out keys for lockers/rooms to students and faculty.

  • Coordinate room assignments for Schaefer Fine Arts Music Building.

  • Gather, collate, bind, and distribute approximately 75 program booklets for ASCAP, BMI, several other national and international institutions, benefactors of the music department, etc., as requested by ASCAP and BMI as part of GAC music department's licensure agreement with them.

  • Confirm scholarship students' private lesson registrations for Financial Aid office each semester.

  • Maintain effective communication with other offices on campus, notably the offices of the Provost, Advancement and Admissions.

  • Create mass mailings/mail merge documents for faculty.

  • Make invitations, programs, posters, and other correspondence for faculty events, receptions, etc.

  • All other duties as assigned.

Minimum Qualifications:

  • Proficient Microsoft Word and Excel skills.

  • Expertise or willingness to learn FileMaker Pro, Adobe Contribute and collaborative document management with Google Docs or other services.

  • Excellent oral and written communication skills.

  • Ability to multitask and work in a fast-paced environment.

  • Excellent interpersonal skills.

  • High school diploma or equivalent.

Preferred Qualifications:

  • Bachelor degree or equivalent in related field.
  • Graphic design interest or experience.

  • Expertise in leveraging social networks for business purposes.

  • 4 years of professional administrative/office experience.

To apply, please complete an application and submit a cover letter, resume and contact information of three professional references to the Office of Human Resources The application is available on our website, (please use the apply button below) .  Applications must be submitted electronically to (see application details) .

Gustavus Adolphus College does not discriminate on the bases of race, color, national origin, ancestry, sex, disability, religion, age, sexual orientation, or veteran status in its education or employment programs or activities.

Posted on: 07/13/2017

Contact: Human Resources (see application details)

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