Administrative & Professional Studies Coordinator

Job Summary:  Reports to the Dean, Conservatory of Performing Arts (CoPA) and performs a variety of complex, responsible and confidential administrative duties in support of the Dean, faculty, students and the school. Provides administrative support to the Professional Studies department, encompassing Music Education and Music Therapy programs. This is a full-time, non-exempt position.

Essential Duties, Tasks and Responsibilities: The following outlines the essential functions of the position and is not to be considered a detailed description of all duties inherent in the position. 

• Create and monitor an annual calendar of deadlines associated with all Dean requirements for Promotion & Tenure, contract renewals and IRC formation. 

• Lead efforts to complete the annual NASM/HEADS data survey. Coordinate with personnel across campus to compile all required data and submit the survey by the stated deadline.
• Handle confidential material. Produce and distribute confidential material, i.e. promotion & tenure documents, personnel records, interview candidate materials. Protect confidentiality of matters discussed between faculty/staff/ students/stakeholders/administration and the Dean.
• Assist in preparing and administering CoPA operating budget by updating and monitoring accounts and providing periodic updates to the Dean. Oversee primary operating accounts and assist CoPA budget managers with the annual budgeting process as needed. Coordinate all administrative and instructional purchasing and process requisitions. Establish and maintain excellent professional relationships with local, national and international vendors.
• Work with search committee chairs, assisting with scheduling, room reservations and communication as needed in preparation for candidate interviews on campus.
• Prepare contracts for guest artists/faculty/presenters/consultants. Manage annual subscriptions to artistic licensing agencies and serve as the primary interface with music rental companies/publishers, placing orders and managing the payment process.
• Answer phone and email inquiries, providing assistance to individuals as needed. Receive and screen telephone calls and visitors. Independently handle procedural and substantive matters and inquiries or refer callers to others as appropriate. Receive and read incoming correspondence and information. Act as intermediary for Dean, interacting with officials, stakeholders, donors and external constituents as well as BW faculty, staff and students. Provide information requiring comprehensive knowledge of institutional policies, procedures, and special CoPA issues. Anticipate supervisor's course of action when absent and facilitate problem resolution. Interpret administrative decisions and policies to other staff and transmit directions and instructions based on authority delegated by the supervisor. 
• Assist with Dean’s travel arrangements as requested.
• Schedule and communicate recurring school meetings with employees involved, providing agendas and keeping minutes for Conservatory of Music faculty and CoPA meetings. Maintain electronic files for minutes and meeting materials as appropriate.
• Maintain appropriate personnel databases and directories.
• Reconcile Dean’s credit card, collecting receipts and providing documentation to Accounts Payable in a timely manner as required.
• Support Professional Studies department (Music Education and Music Therapy faculty and students) in securing practicum, fieldwork and student teaching placements. Manage critical student compliance records (background checks, permits and certificates), ensure effective communication with school districts and clinical sites.
• Maintain Professional Studies departmental data and budgets, oversee student workers, and assist faculty and students through a range of logistical and clerical duties.

Specific Responsibilities associated with support for the Professional Studies department:

Music Education Coordination

• Collect, organize, and update data on over 100 student teaching placements annually. 
• Initiate and follow up on placement requests with faculty and school districts. 
• Collaborate with the BW School of Education to ensure all placements are secured and documented. 
• Communicate logistical and instructional information to school districts, cooperating teachers, and student teachers. 
• Coordinate with University supervisors and cooperating teachers for teaching observations and evaluations. 
• Track and store CPAST rubrics and other student assessment materials. 
• Support fieldwork placement coordination and paperwork distribution for Music Education students. 
• Maintain and update student BCI/FBI background checks and ODE Pre-Service Permits.
• Notify students of upcoming expirations for compliance documents. 
• Update district contact lists, lockbox codes, and assist with other departmental duties as needed. 

Music Therapy Coordination

• Distribute and manage Internship Training Agreements at the beginning of internships.
• Record internship completion in student files. 
• Maintain and update practicum and observation site lists for faculty use. 
• Assist with practicum placements, mirroring Music Education fieldwork coordination. 
• Track and update student BCI/FBI background checks and HIPAA Certificates. 
• Maintain student lists, including class rosters, intern lists, and student files. 
• Prepare billing data using year-round records for Baldwin Wallace University and the College of Wooster. 
• Manage program budget and track expenses and supplemental salaries throughout the year.
• Coordinate board meetings, including scheduling, room reservations, agendas, and communications. 
• Supervise student assistants handling tasks such as instrument room upkeep, supply management, and bulletin board maintenance. 
• Reconcile monthly VISA expenses, manage Certificates of Insurance, and oversee final internship grading.

Qualifications:  High school diploma required. College degree preferred. Music knowledge, even basic, is an asset. Must be highly detail-oriented and possess excellent verbal and written communication skills. Must be able to interact cheerfully and professionally while assisting students, faculty staff, stakeholders and external constituents. Must possess strong organizational skills for the performance of a variety of complex, responsible and confidential secretarial and/or administrative duties. Professional demeanor and presentation are required, along with maintenance of a neat and professional office space. Strong computer skills using Microsoft Office suite, including Word, Excel and PowerPoint. Fluency in fundamental statistical techniques and budget management. Ability to work independently, exercise judgment and take initiative is essential, as is the ability to work under pressure. 

Work Schedule:  M-F, 8:30 AM - 5:00 PM.  Occasional evening and weekend work.

Working Conditions & Physical Requirements

Work is primarily performed in an office environment. The position requires the ability to sit, stand, hear, and see continuously, and to walk, write, and type frequently. Occasional lifting of up to 25 pounds may be required. Occasional evening and weekend hours may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. 

How to Apply

Review of completed applications will begin immediately and continue until the position is filled. For strongest consideration, please submit your application before May 15, 2026. Interested candidates should submit a resume and cover letter via the “To Apply” link on Baldwin Wallace University’s Employment and Careers webpage. We appreciate all applicants; only those selected for an interview will be contacted.

Additional Information

Employment is contingent upon successful completion of a background check, meeting applicable pre-employment requirements, and compliance with University and departmental policies, including completion of required training.

Baldwin Wallace University is an EEO employer and educator. We provide reasonable accommodations to applicants and employees in accordance with applicable federal, state, and local laws. At BW, we support and encourage diversity in a variety of forms. We value and appreciate inclusive excellence in the classroom, within extracurricular activities and as we engage our community partners.