UAF CLA Music Department Coordinator

University of Alaska Fairbanks

Fairbanks, AK

ID: 7084080
Posted: August 27, 2021
Application Deadline: Open Until Filled

Job Description

Position Summary:
The University of Alaska Fairbanks College of Liberal Arts, Department of Music is seeking qualified applicants for a full-time administrative assistant position. This position will work with faculty, staff, students and the Fairbanks community and the candidate must be very articulate and personable. For more information or to apply, please click link above.
Duties:
ACADEMIC: -Manage course offering process each semester, compiling faculty provided class information; submit electronically to UAF Registrar’s Office; review Course List Drafts and Final Proof for accuracy, meeting required university deadlines -Manage adjunct pool requests each semester; Enter adjunct requests into CLA Google Lecturer Request sheet -Follow up with any required corrections or cancellations with the Registrar’s Office using the Class Schedule Form; -Record changes on Final Proof -Submit Change of Grade forms, Add/Drop Schedule Forms -Record student attendance for Music F190 (Recital Attendance) at departmental eventsFISCAL: -Track and monitor all unrestricted and restricted accounts for Music Department; this includes spending accounts funded by the UA Foundation and club accounts affiliated with the Music Department -Maintain accurate soft ledgers for all unrestricted and restricted accounts, including monthly revenue earnings for unrestricted accounts -Reconcile all non-labor charges on unrestricted and restricted account ledgers using Banner Finance (and other Banner modules) to verify accounting and identify data entry errors -Prepare journal vouchers to correct identified accounting errors -Provide monthly balances and projections to department and CLA Fiscal Officer to help adjust and project annual earnings and expenditures -Process user fees for Box Office and Music Department events; -Prepare invoices and deposit forms; Verify accurate accounting -Prepare and submit departmental deposit forms for cash, checks and credit card paymentsEVENT COORDINATION AND SCHEDULING: EVENT SCHEDULING/BOX OFFICE: -Schedule dates and spaces for university and community events in Davis Concert Hall, the Regents Great Hall, the McGown Room, and other department class and studio rooms ) -Maintain multiple online calendars -Coordinate event proposals and user agreements the university and public user -Communicate with the department’s Operations Director on event schedules and operational needs outlined in event proposals and agreements -Coordinate with Facilities Services, University Police Department CSO, and other university agencies related to building access, security, and safety for scheduled events -Issue building keys, swipe card access -Supervise/operate Box Office for Music Department, including handling ticket sales and the sale of t-shirts at department eventsADMINISTRATIVE: -Work independently as a point of contact for the university and general community for Music Department events -Track schedule of events, provide information to news media -Work extensively with general public in all matters concerning the interaction of the department with the community -Oversee and project daily schedule and report to Music Department Chair; Keep faculty informed of meetings and deadlines -Schedule and attend department meetings, recording and transcribing notes for distribution -Compose and edit correspondence -Attend monthly CLA Admin Assembly Meetings -Coordinates department scholarships: send award letters to UAF Financial Aid Office; Make necessary scholarship changes/adjustments -Supervise, hire, and provide training/guidance for as many as six student employees -Supervise and maintain library and record holding -Maintain department supply cabinets and monitor copy machine -Maintain files for annual recordkeeping, retaining previous files per UAF File Retention Guidelines; assure security of files and records, confidential materials, correspondence, grade reports, exams, employment, and student records -Assist faculty with gathering academic and student enrollment data upon request -Gather and compile department information for different agencies as needed; i.e. program review, HEADS and NASM for accreditationHUMAN RESOURCES: -Arrange for recruitment advertising in professional journals -Serve as supervisor and time sheet approver for student assistants; also for temporary employees as needed
To be eligible for this position, applicants must be legally authorized for unrestricted employment in the United States. No work visas will be sponsored for this position.

The College of Liberal Arts Music Department seeks a dynamic, multi-talented team member with excellent people skills.

The Department Coordinator is the main point of contact for Music Department at the University of Alaska Fairbanks. The position is responsible for the Music Department’s office coordination, academic paperwork, graduate and undergraduate student assistant employment requests, procurement requests, tracking restricted and unrestricted funds expenditures and deposits, and event coordination. The successful candidate will work as a team member with the Dean's Office staff under the direction of the Executive Officer.

The following knowledge, skills, and abilities are sought in applicants:

The ability to anticipate and resolve logistical and scheduling problems associated with departmental function. Thorough understanding of office management and procedures. Strong spelling, grammar, proofreading skills; the ability to read and write with precision. Strong organizational and interpersonal skills; the ability to prioritize workload, track multiple tasks at once, and to track and meet deadlines with very little supervision. Computer literacy with Microsoft Office Suite, Banner, system for entering Polar Express swipe access. Knowledge of bookkeeping and accounting. The ability to interact positively with a wide range of personalities with tact and patience, including department and University faculty, staff and students, and the general public.

Applicants should also have a high school diploma and two years of office experience, working as a secretary or administrative assistant in positions where computer skills and a knowledge and understanding of office procedures are gained, and considerable experience working with the public. Advanced level of office skills. Previous record of successful work experience in a very busy office environment. Demonstrated interpersonal skills.

To ensure consideration, please apply prior to September 7, 2021 11:55 PM Alaska Standard Time.

Please include the following documents with your application:

1. Cover letter

2. Resume

3. Names and contact information, to include email addresses, for three professional references.

Applicants may be assigned testing relevant to the position.

If you have difficulties when applying, please contact UA Office of Human Resources at 907-450-8200.



 

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