Administrative Assistant, Music Department

Boston College • Newton, MA

4d • $26 - $33 • Onsite

About The Position

The Music Department administrative assistant works with faculty, students, staff and visitors and performs a range of administrative responsibilities in an open and active working space. This position provides administrative support to Chair and Director of Undergraduate Studies of the department and is responsible for managing and monitoring the department's operating, capital equipment, and gift budgets. Acts as the primary liaison with other university offices including Procurement, Facilities, and Student Services. The Administrative Assistant is responsible for maintaining course description database, course schedule, room reservation and scheduling for fall and spring courses, practice sessions, auditions, and chamber groups. Handles enrollment in Individual Instruction in voice and instruments. Manages on-line enrollment tool, schedules part-time instructors to teach each student, arranges room assignments, maintains fee budget and compensation of instructors. Plans instrument maintenance, purchase and rental for 35 pianos, harpsichord, organ, violins and violas. Plays a role in department faculty recruitment including maintaining dossiers for faculty hiring in Interfolio, and promotion in Canvas. Coordinates with Concert manager on space requisition for concerts, programs, posters, arranging tuning and practice times room setups and payments of artists. Responsible for Music Department statistics for annual report, record-keeping, maintain minutes of department meetings. Hires, trains, and supervises ten student workers. Maintains Music Department Website.

Requirements

• A minimum of one year of administrative experience.
• Experience with using productivity software (Microsoft 365, Google Workspace, etc.), social media, and Student Information Systems or ERP/CRM.
• An ability to multi-task in a busy work environment.

Nice To Haves

• Experience in higher education.

Responsibilities

• Manage and monitor the department's operating, capital equipment, and gift budgets.
• Act as the primary liaison with other university offices including Procurement, Facilities, and Student Services.
• Maintain course description database, course schedule, room reservation and scheduling for fall and spring courses, practice sessions, auditions, and chamber groups.
• Handle enrollment in Individual Instruction in voice and instruments.
• Manage on-line enrollment tool, schedule part-time instructors, arrange room assignments, maintain fee budget and compensation of instructors.
• Plan instrument maintenance, purchase and rental for 35 pianos, harpsichord, organ, violins and violas.
• Assist with department faculty recruitment, including maintaining dossiers for faculty hiring in Interfolio and faculty promotion in Canvas.
• Coordinate with Concert manager on space requisition for concerts, programs, posters, arranging tuning and practice times, room setups, and payments of artists.
• Compile Music Department statistics for annual report.
• Maintain records and minutes of department meetings.
• Hire, train, and supervise ten student workers.
• Maintain Music Department Website.

Benefits

• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed