Administrative Assistant, Music Program

Frederick Community College•Frederick, MD

34d•$18 - $19

About The Position

Position Summary: The Music Program Administrative Assistant oversees the scheduling and administration of music lessons and ensembles, collaborating with staff and faculty to manage enrollments, cancellations, and space usage. This role handles faculty contracts, prepares instructor materials, supports budget and procurement tasks, and tracks program reports. Acting as the main point of contact for students, instructors, and staff, the Administrative Assistant communicates class updates and ensures smooth program operations and have the ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace. Essential Duties and Responsibilities: These are intended only as examples of the various types of job duties to be performed. The omission of specific duties does not exclude them from the position if the work is similar, or logical assignment to the position. The following are the functions essential to performing this job:

Requirements

Associate's degree
Experience using Office 365/Microsoft Office
Two (2) years administrative support and customer service experience

Nice To Haves

Experience using PeopleSoft, Lumens, or other student information databases.
Familiarity with community college environment
Excellent verbal and written communication skills

Responsibilities

Oversee the coordination of music lessons and co-listed Ensembles throughout the school terms.
Collaborate with academic administrators and support staff to coordinate all co-listed Music Ensembles and private music lessons, including enrollments, cancellations, advertising and space usage.
Utilize Lumens, PeopleSoft Campus Solutions, and 25Live scheduling software to build and maintain course schedules, monitor enrollment, run queries, prepare reports, and prepare faculty contracts.
Utilize PeopleSoft Financials to prepare and track purchase orders, invoices, vouchers, budget transfers, and other procurement tasks for assigned program areas including annual budget development.
Prepare, distribute, and track completion of instructor packets including contracts, administrative instructions, rosters, grades, evaluations, and any other relevant information.
Serve as the department's first point of contact and liaison for faculty, staff, and students including communicating class information to students, instructors, and FCC team members.
Communicate class changes and cancellation decisions to all appropriate parties using standardized TLSS (Teaching, Learning and Student Success) practices.
Maintain regular communication with the Music Director, music instructors, and the Registration team to track and confirm student registration and class schedules through JotForms.
Coordinate and/or process instructor requests for classroom-related equipment and materials including researching, purchasing, and distributing supplies for classes.
Handle phone inquiries and respond to emails promptly.
Other duties as assigned.