Job Function:

Minimum Education:

Preferred Education:

Minimum Experience:

Preferred Experience:

Duties and Responsibilities:

• BUDGET SUPPORT - Oversee multiple department budget accounts; includes preparing purchase orders and payment request vouchers for all expenditures, equipment and supplies, and student wages; prepare and submit EPAFs as needed; reconcile multiple departmental credit card statements; utilize spreadsheet software and prepare budgetary reports for unit head.
• ASSIST/SUPPORT THE SCHOOL OF MUSIC DIRECTOR - Provide ancillary support to the unit head - including, but not limited to, promotion, tenure, salary, and merit administrative support, planning materials, annual reports and accreditation documents and reports.
• COMMUNICATION SUPPORT - Organize and maintain office; Prepare agendas and materials for and schedule meetings, track responses; Maintain minutes and accurate records for all meetings and retreats; Generate and distribute correspondence using word processing and spreadsheet software; Assist in maintaining and keeping complete and accurate documentation files and records.
• RECEPTION - Greet and assist visitors, direct/refer to appropriate area, receive and screen incoming calls, provide information as needed; In coordination with the other office staff, open and close office; Maintain office equipment and the office’s appearance.
• CALENDAR SUPPORT - Schedule and oversee calendar for meetings; track responses; schedule conference rooms; schedule classrooms for meetings and forums.
• MAIL - Process, sort, and distribute school mail and packages; Coordinate systematic development and maintenance of mailing lists and coordinate numerous mailings throughout academic year, both electronic and paper.
• KRONOS - Prepare, monitor, and facilitate approval and sign off of payroll records for faculty, professional staff and staff on a bi-weekly basis.
• INVENTORY - Order and inventory supplies and equipment of the office, faculty and classrooms; process paperwork for reimbursement of funds spent; authorize and record use procurement cards; maintain files and records of correspondence pertaining to individual purchase orders, equipment, distribution, items received, back-ordered and returned; enter items as received via SciQuest to process payment of invoices; serve as liaison between vendors and Accounting with regard to invoice payments; monitor and maintain office supplies; interact with Inventory Control regarding inventory of new and used equipment; enter move requests for temporary furniture, long term storage, and items for excess; perform duties related to repairing of office equipment.
• FACILITIES - Maintain the security and upkeep of buildings, rooms, and belongings; coordinate facilities operations including specially requested custodial, maintenance, and upkeep items, security issues, renovation requests and emergency situations; Maintain the documentation necessary for follow-up to assure completion of requests; Maintain master key to provide faculty, staff, and students with access to rooms; Maintain storage; Routinely inspect facilities for areas in need of maintenance; Submit through Work Control work orders; assist service personnel in facilities upkeep; coordinate with risk management to ensure facilities are in compliance with university policies.
• ATTENDANCE - Maintain regular and predictable attendance.
• STUDENT EMPLOYMENT SUPERVISION - Interview, hire, train and supervise student office workers; Coordinate with student employment management to confirm hours and schedules, execute performance evaluations, and ensure budgetary adherence.
• BACKUP – Perform backup duties in the absence of the Secretary to the Associate Director of the School of Music.
• UNIT SPECIFIC NON-PERFORMANCE EVENT PLANNING AND MANAGEMENT - plan and organize unit specific events, including invitations, catering, setup, breakdown, and other related tasks.
• OTHER DUTIES - Perform other related duties and special projects as assigned.