Administrative Assistant 2, Music Administration

Northwestern University

Evanston, IL

ID: 7106820
Posted: July 29, 2022
Application Deadline: Open Until Filled

Job Description

Job Summary:

Under general supervision and guidance from the Assistant Dean for Administration, Finance and Planning and direct assignments from the faculty supervisor Director of Bands, provides a variety of administrative support and operational functions required in the effective operation of the Bienen School of Music Office of Bands, a major area of the Conducting and Ensembles Program. These may include drafting and preparing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and planning including travel, etc. for meetings and special events; and managing office calendars. Includes support for Conducting Classes, Symphonic Wind Ensemble, Symphonic Band, Concert Band, Marching and other Athletic Bands.

Specific Responsibilities:

Serves as administrative assistant for the Office of Bands and Library working closely with the Director of Bands, Associate Director and Marching Band Director; represents office at meetings, as assigned; conducts research; serves as liaison between bands, as well other ensembles, faculty and administrative offices; assists faculty with the preparation and submission of student grades. Manages communications and student staffing for the band office. Provides varied administrative functions that include preparation of correspondence and communications, organization of files, photocopying, preparation and analysis of reports. Serves as primary contact for Bienen School staff and faculty to coordinate ensemble collaborations and conducting and ensemble program matters.
Coordinates office calendar including registration and travel for faculty and guests. Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials and technology. Manages Bands rehearsal calendar, including rehearsal and performance times and spaces through the Concert Management Office.
Coordinates logistical requirements needed to set-up, operate and fulfill all band activities in a timely manner (including, but not limited to classes, rehearsals, concerts, auditions, performances and band personnel/instrumentation both on-site and off-site venues). Manages resources and student staff who assist in executing these responsibilities.
Prepares technical and/or specialized documents, including required research; proofs for spelling and grammar. Manages information in spreadsheets and/or databases and creates and compiles reports as necessary.
Processes Office of Bands accounts payables and/or receivables; verifies income and/or expense; resolves discrepancies and over/under budget problems, etc. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets.
Assists with the preparation of bands annual budget submissions to School administration; manages and monitors expenditures of annual budget allocation; works closely with the Office of the Associate Dean for Administration, Finance and Planning to oversee budget, contracts and process payments to individuals and organizations. Prepares forms, approves appropriate expenses, purchases and reimbursements. Assists with the procurement of music.
Coordinates with Bienen School faculty supervisors and staff content maintenance of websites for Office of Bands and/or blogs and may assist faculty and/or staff in updating their websites and/or blogs. Also coordinates marketing and technical information with the Bienen School Concert Management Office staff.

Performs other duties as assigned.
Minimum Qualifications:

A high school diploma or its equivalent along with two years of administrative support experience is required, preferably in a university setting.
Self-directed individual with demonstrated initiative and ability to work independent of close supervision
Minimum Competencies: (Skills, knowledge, and abilities.)

Collegiality: Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.
Computer Proficiency: Successfully uses multiple programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.
Communication-Oral and Written: Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
Creativity: Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.
Dependability: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
Financial Management: Manages financial assets responsibly with a focus on cost effectiveness and productivity.
Multi-Tasking: Demonstrates ability to work on multiple projects simultaneously.
Preferred Qualifications:

Bachelor’s degree, preferably in instrumental music.
Two years or more of related professional experience.