What are the responsibilities and job description for the Administrative Secretary II for Conservatory Admissions position at Oberlin?
The Conservatory of Music at Oberlin College and Conservatory invites applications for a full-time (1.0 FTE) Administrative Secretary II position beginning on August 1, 2026.
The Oberlin Conservatory of Music, founded in 1865, is the nation’s oldest continuously operating conservatory, and the only major music school in the country linked with a preeminent liberal arts college. Students are enrolled in undergraduate programs leading to the Bachelor of Music in performance, jazz studies, composition, technology in music and related arts, recording arts and production, musical theater, and musicology. Oberlin also offers graduate programs leading to the Master of Music in conducting, the Master of Music in performance on historical instruments, the Master of Fine Arts in piano technology, and artist diplomas.
Responsibilities
GENERAL FUNCTION: The Administrative Secretary II for Conservatory Admissions provides comprehensive administrative, operational, and customer service support for the Conservatory Admissions Office and the Office of the Dean of the Conservatory.
The position coordinates a broad range of admissions operations, communications, scheduling, financial processing, visitor engagement, and event support activities in collaboration with Conservatory leadership, faculty, prospective students, families, and campus partners. The position provides front-line administrative and operational support for daily Conservatory Admissions activities while assisting with broader Conservatory office functions and special projects as needed.
The position coordinates a broad range of admissions operations, communications, scheduling, financial processing, visitor engagement, and event support activities in collaboration with Conservatory leadership, faculty, prospective students, families, and campus partners. The position provides front-line administrative and operational support for daily Conservatory Admissions activities while assisting with broader Conservatory office functions and special projects as needed.
Formally reporting to the Conservatory’s Manager of Academic Operations, the Administrative Secretary II will work under the supervision, as assigned, of the Director of Conservatory Admissions.
Essential Job Functions
Duties/essential functions may include, but not be limited to, the following:
In support of the Conservatory Admissions Office:
- Serve as receptionist for Conservatory Admissions:
- Manage Conservatory Admissions phone, including directing callers as fully and specifically as possible, taking messages or transferring calls to the appropriate individual, and managing the Conservatory Admissions voicemail. Maintain a courteous, professional, and helpful telephone manner;
- Greet and direct visitors to the Conservatory Admissions office and relevant event, class, and rehearsal spaces;
- Field inquiries from students, faculty, prospective students and parents, and community members regarding matters pertaining to the Conservatory. Forward/refer to appropriate admissions staff member.
- Manage Conservatory Admissions postal mail – sort, distribute and deliver incoming and outgoing mail;
- Maintain calendars and schedule meetings for Conservatory Admissions staff, as requested. Schedule meetings in the Kalyn Room and Conservatory Annex Conference Room;
- Assist Conservatory Admissions staff with print or electronic mailings;
- Assist with admissions and applicant records through data entry, document management, reporting, and database updates utilizing Slate and related institutional systems;
- Process all financial transactions and reconciliation for the Conservatory Admissions Office in a timely fashion, as requested:
- Reconcile and submit credit cards monthly for each of the Conservatory Admissions staff (Director, Associate, and Assistant Directors) in Chrome River. Keep up to date on credit card purchases and notify staff of any missing receipts, request credit card increases for admissions staff;
- Process requests for payments and student reimbursements;
- Submit invoices to ObieBuy for processing.
- Manage travel grant projects; track expenses for initiatives related to prospective and current student travel, collect documentation, confirm attendance, and process reimbursement requests;
- Maintain operational resources for the Conservatory Admissions Office, including office and promotional supply inventories, equipment coordination, work order submissions, and logistical support for admissions events and marketing initiatives;
- Assist with Conservatory Admissions searches;
- Perform other duties as assigned in support of the Conservatory Admissions Office.
In support of the Office of the Conservatory Dean:
- Assist with special events, luncheons, banquets, etc., as necessary;
- Attend meetings for Conservatory Administrative Assistants;
- Provide back-up support for Conservatory Administrative Assistants, including the Conservatory phones, as needed;
- Assist the Conservatory Facilities departmental tech with inspections of Conservatory rooms and building facilities, when assigned, to ensure cleanliness, safety, functionality, and compliance with operational standards;
- Submit work orders to facilities, when requested;
- Provide additional administrative support, as needed, for the Office of the Dean of the Conservatory, including the Office of the Associate Deans, and the Conservatory Business Office.
Marginal Job Functions
Required Qualifications
- High school diploma and minimum of 3-5 years of progressively responsible administrative support experience;
- Minimum keyboarding speed of 50 wpm with emphasis on accuracy;
- Excellent written and verbal communication skills, including proofreading;
- Exceptional attention to detail and accuracy;
- Outstanding interpersonal skills with the ability to work collaboratively and as a team player;
- Demonstrated ability to plan, manage, and monitor multiple projects simultaneously and work effectively under time constraints;
- Demonstrated ability to manage multiple operational processes and projects in a fast-paced admissions or academic environment;
- Ability to maintain confidentiality and handle sensitive student and financial information appropriately;
- A demonstrated ability to respond to pressures, deadlines, and changes in priorities or schedules;
- Work experience demonstrating knowledge of business procedures, including the ability to apply judgment, discretion, initiative, and to collaborate with others;
- Demonstrated proficiency with database systems, scheduling platforms, and financial processing software;
- High level of proficiency with computer applications, including word processing, spreadsheets and databases (Microsoft Word, Excel, and PowerPoint, mail merges, and Google Docs);
- Demonstrated reliability and favorable work references.
Desired Qualifications
- Bachelor’s degree preferred;
- Experience supporting admissions, academic operations, or administrative functions within higher education or performing arts environments;
- Familiarity with conservatories, music schools, or arts administration environments;
- Experience utilizing Slate, Banner, Blackboard, or related higher education systems;
- Experience with Canva, Adobe Creative Suite, or related communications platforms.
Compensation
The Pay Group 5 Administrative Assistant position is to be filled at an hourly rate of $25.41or at the appropriate transfer rate for internal candidates, and includes an excellent benefits package.
Oberlin College is committed to creating and sustaining a vibrant, welcoming community where all individuals are treated with dignity and respect, and where every member has an equal opportunity to learn, work, and contribute based on their talents, skills, and merit. We value a campus environment that draws on a wide range of backgrounds, experiences, perspectives, and ideas to enrich education, scholarship, and daily interactions. The College adheres strictly to all applicable federal and state civil rights laws, including Title VI, Title VII, Title IX, the Equal Protection Clause, and related regulations. We do not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, or any other protected characteristic in employment, admissions, or educational programs. Hiring and advancement decisions are made based on qualifications, experience, and job-related criteria. We encourage candidates from all backgrounds who share our dedication to academic excellence, free inquiry, respectful dialogue, and equal opportunity under the law to apply. The Office for Institutional Equity plays a key role in supporting a fair, compliant, and inclusive workplace and learning environment for the entire Oberlin community.
Oberlin College is committed to creating and sustaining a vibrant, welcoming community where all individuals are treated with dignity and respect, and where every member has an equal opportunity to learn, work, and contribute based on their talents, skills, and merit. We value a campus environment that draws on a wide range of backgrounds, experiences, perspectives, and ideas to enrich education, scholarship, and daily interactions. The College adheres strictly to all applicable federal and state civil rights laws, including Title VI, Title VII, Title IX, the Equal Protection Clause, and related regulations. We do not discriminate on the basis of race, color, national origin, sex, disability, age, religion, sexual orientation, gender identity, or any other protected characteristic in employment, admissions, or educational programs. Hiring and advancement decisions are made based on qualifications, experience, and job-related criteria. We encourage candidates from all backgrounds who share our dedication to academic excellence, free inquiry, respectful dialogue, and equal opportunity under the law to apply. The Office for Institutional Equity plays a key role in supporting a fair, compliant, and inclusive workplace and learning environment for the entire Oberlin community.
Special Instructions to Applicants
A complete application will be comprised of 1) a Cover Letter, 2) Resume; and 3) List of References.
Review of applications will begin on July 15, 2026, and continue until the position is filled. Those received after that date may be considered until the position is filled.
This position is open to all current OCOPE members and external candidates. OCOPE members will be given preference during the 10-day review period that expires on 07/15/2026
Review of applications will begin on July 15, 2026, and continue until the position is filled. Those received after that date may be considered until the position is filled.
This position is open to all current OCOPE members and external candidates. OCOPE members will be given preference during the 10-day review period that expires on 07/15/2026
Note: Applicants chosen for interview will be contacted to take the following tests in the Human Resources Office: Keyboarding, Basic Word, Basic Excel and Proofreading testing. Candidates must pass all tests to be considered for an interview.
Note: Testing requirements are based on qualifications listed in the classification plan document.
Documents Needed to Apply
Required Documents
Optional Documents
- Cover Letter
- Resume
- List of References
Benefits:
Health Insurance, Retirement PlanSalary : $25