Summary of Job Duties

Manage the daily operation of the Department of Music and Theatre office by providing specific and general administrative and clerical support.

Additionally, this position works to enhance and maximize the efficiency and effectiveness of the music and theatre programs by managing the calendar of events, maintaining public relations by representing UAFS through the coordination of events and student recruiting and overseeing the five student worker positions needed to help the department operate.

This position reports to the Department Head of Music and Theatre.

Qualifications :

Required Education and / or Work Experience : Minimum qualifications include a high school diploma or equivalent; plus one year of specialized training and / or experience in a related clerical field.

Other job-related education and / or experience may be substituted for part of these requirements.

Preferred Education and / or Work Experience : Associate degree or higher in office administration or business administration and / or experience in a related field is preferred.

Knowledge, Skills, and Abilities :

To perform the job successfully, the following competencies are required for the essential functions of this position :

• Ability to communicate effectively with students, faculty, and staff;
• Strong computer skills, including data entry, spreadsheet, and word processing programs;
• Ability to learn new tasks quickly and to seek appropriate help and training when confronted with new tasks;
• Strong phone etiquette skills;
• Ability to handle confidential material with absolute discretion;
• Ability to function successfully within a complex and potentially stressful environment, while maintaining accuracy and attention to detail;
• Professional demeanor;
• Ability to edit for grammar, correctness, style, and audience;
• Knowledge of general office procedures;
• Ability to operate standard office equipment;
• Ability to extract and organize information
• Ability to multitask and prioritize;
• Ability to work effectively in a team environment

Essential Job Duties and Responsibilities :

Administrative support Department of Music and Theatre.Enter course schedule information into UAFS databasePrepare textbook orders;

arrange desk copies, other book adoptions matters as assignedMaintain knowledge of current college and university policies and proceduresPerform miscellaneous clerical and administrative support tasks to assist the department head, such as sending out departmental memos and remindersPrepare and process requisitions and other financial documents, such as request to pay forms.

This includes relevant paperwork concerning university travelCoordinate and manage the calendar of events, including the addition of student events throughout the academic yearHelps in organizing the scheduling of room usage in the buildingProofreads spelling, grammar, and layout of public relations / concert posters and coordinates acquisition of promotion materialManages student workers in concert program creation and proofing, Recital Class record-keeping, concert audio recording, and music librarian needsManage incoming student audition information and scholarship offersAssist in maintaining, tracking, and reporting on the departmental budgetAttend training on various aspects of the job, such as using the university travel software, when requested

• Administrative support FacultyPrepare travel arrangements, travel requests, and travel reimbursements using WorkdayServe as a contact for students who are trying to locate classes or their professors’ offices by phone and / or posting signs on classrooms & officesPrepare supply orders and purchase suppliesMaintain office equipment and suppliesOrder purchasing for the department approved by the department head
• Clerical SupportPerforms basic reception and clerical duties including answering phones, greet, direct and provide general information for employees, parents, and students.

Review, sort, and distribute mail. May draft written responses or replies by phone or email when necessary. Responds to requests for information.

Enter requests to update, fix, or maintain departmental facilities or in support of faculty office movesMaintain records, including adjunct instructor and contracted professional musician information, departmental student jury forms, student audition forms, and student equipment / instrument check outPrepare duplication tasks per requestConduct annual inventory of equipment

Other Job Duties and Responsibilities :

This description is not designed to cover a comprehensive listing of activities, duties and responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time, with or without notice.

Other duties as assigned.

Requires consistent on-time attendance.

Additional Information :

Working Relationships : Position requires regular contact with college / university staff and faculty, students, and the public.

List Employees Supervised : none

Special Job Dimensions : Work performed primarily in an office setting. While performing the duties of this job, employee regularly exhibits digital dexterity when entering data into computer, sits for extended periods of time, and occasionally stands and walks.

Vision demands include close, relatively detailed vision when focusing on a computer screen. Employee regularly talks and hears.

Employee occasionally lifts items up to ten (10) pounds. Normal working hours are 8 : 00 a.m. to 5 : 00 p.m., Monday through Friday.

Extended hours may be occasionally required.

Background Check Requirements. Criminal and federal background check, motor vehicle check

Salary Information : $26,000 / year

$26,000 / year

Last updated : 2024-05-01