Bands Administrative Coordinator

Rice University•Houston, TX

10d•$21 - $22•Onsite

About The Position

The Rice University Band Department includes the Rice Symphonic Band, Campus Band (spring only), the Rice Jazz Ensembles, and The MOB (Marching Owl Band). All Rice students are admitted to all organizations in the Band Department regardless of major, and Rice Bands include both graduate and undergraduate students. The Symphonic Band, Campus Band, and Jazz Ensembles can be taken for credit. The Rice University Bands mission is to provide an instrumental music program of the highest quality for the benefit of the entire Rice community. The Bands Administrative Coordinator supports the Director of University Bands as well as the Jazz Band instructor. This position is responsible for managing financial transactions, coordinating travel, overseeing and mentoring student employees, facilitating concert production, and maintaining departmental resources. Additionally, the Bands Administrative Coordinator provides event support at home football games and at specified away and bowl games for the Marching Owl Band. A successful candidate for this role is a highly organized, proactive, and detail-oriented individual with excellent communication and problem-solving skills. Candidates for the Bands Administrative Coordinator position should be comfortable processing purchasing card transactions, managing student payroll, managing event logistics, overseeing student employees, and supporting game or performance details on behalf of University Bands. This position is exclusively on-site, part-time at 20 hours per week, necessitating all duties to be performed in person at Rice University, with regular evening and weekend work required for athletic events and performances. Per Rice policy 440 , work arrangements may be subject to change. The role may require lifting and carrying light to moderate equipment (e.g., boxes of materials, small instruments). Duties during performances or games may include being outdoors in Texas weather and require standing and walking for extended periods. Travel to away games, including occasional overnight and extended travel, will be required depending on the football schedule and the success of the season.

Requirements

Associate’s degree In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an equivalent year-for-year basis
3+ years of related experience in purchasing and accounting management, administrative support, and event planning In lieu of the experience requirement, additional related education above and beyond what is required may be substituted on an equivalent year-for-year basis
Advanced computer skills with demonstrated experience using office software and email applications
Proven ability to follow through and complete projects
Excellent organizational skills and attention to detail
Excellent verbal and written communication skills
Excellent customer service and interpersonal skills
Ability to prioritize, multitask, and assign work to others
Ability to take initiative and ownership of projects
Ability to routinely and independently exercise sound judgment in decision-making
Ability to plan and execute events, including travel, for groups of up to 100 participants

Nice To Haves

Experience working in a university setting
Familiarity with band operations and terminology
Experience with event planning
Experience working with finances in iO

Responsibilities

Acts on behalf of Rice Bands and the Director to establish priorities and identify and resolve administrative issues
Oversees the coordination of complex travel, performances, and events, such as away football games and postseason bowl appearances, including transportation, lodging, and meal planning for band members and staff
Provides production support for concerts and rehearsals, including scheduling spaces, preparing materials, arranging equipment setup, and assisting with stage management
Oversees and processes a variety of financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies
Maintains the Rice Bands office, including ordering and restocking supplies as needed
Serves as a liaison with campus partners such as Athletics, Facilities, and Event Services to ensure successful execution of football game performances, concerts, and other band events
Composes documents related to performances and events
Creates complex reports and spreadsheets to assist with budget management
Makes recommendations based on reports
Assists with capital or special equipment requests and/or vendor selection as needed
Coordinates complex office moves
Plans and coordinates routine remodeling and renovations
Analyzes and reviews materials and extracts pertinent information for briefing purposes
Performs human resources transactional support for student assistants
Guides and trains student workers, including scheduling, assigning, and prioritizing workloads; setting deadlines; and reviewing work for quality and timeliness
Supports the Associate Dean and Student Media as needed
Performs other duties as assigned
May be asked to support other events and activities within University Bands, Student Media, the Office of the Division of Student Life and Undergraduate Education, or other areas of the division as needed