Administrative Assistant, Music - Academy, Grades 9-12

Responsibilities

The Music Department Assistant provides high-level administrative, financial, and logistical management for the K-12 Music Department. Moving beyond clerical support, this role serves as the operational "engine" of the department, ensuring the integrity of a robust budget, the seamless execution of 30–40 annual productions, and the coordination of departmental assets and personnel. Primary responsibilities include, but are not limited to:

• Leads the internal development of the annual budget proposal; monitors spending and provides regular forecasting to the Department Head.
• Manages bi-weekly payroll duties, including submitting and tracking variable labor and student hours.
• Performs monthly reconciliation of general ledgers to ensure 100% accuracy of departmental accounts and gift funds.
• Orchestrates the master calendar for 20 faculty and 3,000 students, de-conflicting rehearsals, performances, and facility usage.
• Manages logistics for concerts and the Marching Band, including transportation, food service, logistical support, and venue readiness.
• Designs professional programs, posters, and digital flyers for annual performances and recruitment events in collaboration with faculty, VPC and Communications.
• Manages the full lifecycle (recruitment, interviewing, hiring, and training) of student workers who serve as House Managers and Technical Assistants.
• Oversees student shifts (typically 6:00 PM – 9:00 PM during show nights), ensuring all "day-of" prep is complete so performances run autonomously.
  
  

Position Details

• Work Year: 10.5 Months
• School Year: 2026-2027
• Work Hours: Monday - Friday, 7:30 AM - 4:00 PM
• Minimum Hourly Rate*: $23.00/Hour - Compensation is commensurate with qualifications
• Punahou School offers a comprehensive total rewards program that includes competitive pay and benefits. The pay rate, if displayed, is the minimum hourly rate for the position. Pay for selected candidates will be determined by various factors such as knowledge, skills, abilities, relevant training and experience, and internal equity.
  
  

Minimum Qualifications

• Bachelor’s degree in Arts Administration, Business Administration, Music Education, or a related field or equivalent or equivalent combination of education, experience, and training.
• Two (2) years of progressive experience in administrative operations, office management, or arts/event production. Experience in an educational (K-12 or Higher Ed) or non-profit arts environment is highly preferred.
• Proven ability to manage budgets and reconcile financial accounts with close attention to detail.
• Demonstrated mastery of Microsoft Office (Word, Excel, PowerPoint) and Google Applications.
• Functional experience with Adobe Creative Cloud (InDesign/Photoshop) for graphic design is required.
• Demonstrated ability or willingness to utilize Artificial Intelligence (AI) tools to increase administrative efficiency, automate routine workflows, and assist in data synthesis or content drafting.
• Demonstrated ability to manage multiple high-priority projects simultaneously under tight deadlines.