Administrative Assistant for the Hall of Music

Whitman College • Walla Walla, WA

2d • Onsite

About The Position

The Administrative Assistant for the Hall of Music provides essential support to the Department of Music, including its faculty, staff, and facilities. The Administrative Assistant exercises independent judgment in creating systems and procedures that facilitate clarity and expediency with particular attention toward administrative support, budget and financial coordination, scheduling and event coordination, student support, and building coordination. The Administrative Assistant reports to the Hall of Music Department Chair.

Requirements

• Ability to actively and positively contribute to the college’s core values of diversity, equity, inclusion, antiracism and access.
• Demonstrated computer skills including word processing, spreadsheet/database management, and the ability to learn specialized department software systems.
• Demonstrated general office skills including proofreading, copy machines, and the ability to draft correspondence.
• Demonstrated ability to work in close cooperation with faculty and students.
• Demonstrated ability to work independently and flexibly, with many interruptions.
• A high degree of accuracy and attention to detail are necessary, as are excellent interpersonal and communication skills.
• Ability to communicate effectively both written and orally.
• Associate’s degree OR a combination of relevant training, education and experience.

Responsibilities

• Provide logistical and systems support for the Music Department Chair, faculty, students, and staff.
• Act as first point-of-contact for the Hall of Music, greeting visitors, and fielding general inquiries, providing a welcoming and supportive presence to the Hall of Music.
• Maintain department records (e.g. Departmental handbook, virtual drives, talent scholarships).
• Attend all relevant Department meetings and provide meeting minutes.
• Coordinate timely communication throughout the department, administration, the college-at-large, vendors, and artist collaborators.
• Work independently to manage day-to-day office operations.
• Maintain and reconcile the Department of Music budgets, endowments, and contributions.
• Process vendor payments and reconcile credit card expenses (including expenses for faculty without college provided credit cards).
• Assist the Department Chair in budget planning.
• Manage payroll for adjunct instructors.
• Prepare and process payments and contracts for visiting artists.
• Maintain records of student scholarships and coordinate scholarship endowment funds with the Office of Admissions.
• Carry out the allocation of Lesson Scholarships according to departmental parameters and within relevant campus deadlines.
• Post and update event information to requested outlets.
• Oversee building scheduling and reservation system.
• Coordinate all official events for the Department of Music (e.g., scheduling student workers, communicating technical needs, and setting up the livestream).
• Oversee student workers (e.g., hiring, onboarding, and managing schedules and payroll).
• With visiting artists, arrange logistics such as transportation, lodging, per diem, and artist payments.
• Schedule piano tunings and maintenance in coordination with the Piano Area Director.
• Generate and distribute posters and programs for all official departmental events.
• Act as student facing point-of contact regarding general inquiries (e.g., music scholarships, recital planning, and independent rehearsals).
• Manage instrument lending library and locker checkouts.
• Coordinate live auditions for prospective students.
• Facilitate the completion of scholarship audition review among relevant faculty.
• Collaborate with Admissions and other offices to support student award processes.
• Coordinate with facilities and custodial staff.
• Oversee maintenance of instrument lockers, keys, and other instrument storage areas.
• Ensure Hall of Music facilities are maintained and functioning properly.
• Ensure timely adjustment to building accessibility and security before and after public events.

Benefits

• Medical/Dental/Vision Insurances.
• Basic life , accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.
• 403(b) Defined Contribution Retirement Plan with a matching contribution after eligibility requirements ar e met.
• 20 accrued vacation days
• 12 accrued sick days
• 13 paid holidays
• Dependent Children Tuition Remission – Employee tuition waiver for two Whitman courses per semester.
• Employee Assistance Program
• Relocation assistance for eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree