Department Coordinator

University of Chicago•Chicago, IL

6d•Onsite

About The Position

The Department of Music offers graduate degrees in Composition and Sound Practices, Ethnomusicology, and Music History and Theory. It is recognized as one of the premier music departments in the world for composition and the academic study of music. Additionally, the Department hosts a thriving performance program encompassing four choirs, two orchestras, two jazz ensembles, a Middle East music ensemble, an early music ensemble, a wind ensemble, a South Asian music ensemble as well as programs in chamber music, piano and voice. The Department puts on numerous concerts, master classes, and performance residencies as well as a lecture series throughout the year. The Department also has professional ensembles and artists in residence, which contribute variously to undergraduate and graduate student life and study.

Requirements

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).
Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.
Excellent computer skills, including Microsoft Office products, Outlook, Work, Excel, and PowerPoint.
Knowledge of Canva, Adobe Acrobat, multifunction printers, Cloud storage formats, and Google Docs.
Strong organizational skills.
Excellent communication and interpersonal skills.
Work independently and as part of a team.
Attention to detail.
Excellent decision making and time management skills.
Demonstrated ability to manage and maintain sensitive or confidential information.

Nice To Haves

Bachelor’s degree.
Exposure to higher education administration.
Project management and event planning.
Office management and organization
Familiarity with the field of music.

Responsibilities

Supports Academic Affairs and Operations Administrator by processing GEMS expense reconciliations, payments and reimbursements; orients end-users to basic office machines; orders and maintains office supplies; sorts departmental mail and arranges shipments; works with various stakeholders to maintain up-to-date department directories; makes deliveries throughout campus; serves as receptionist for office suite.
Functions as the primary administrator for Goodspeed Hall building access utilizing CBORD software.
Schedules faculty meetings, preparing and organizing materials; helps orient new faculty to the department, division, and University and assists with their arrival; assists with scheduling faculty meetings and ordering lunches; supports the Chair with clerical work.
Organizes travel arrangements, catering, and itinerary planning for faculty-led academic and department-wide community-building events according to budget; coordinates event-related communication as required; serves as primary contact for department visitors; manages documentation and payment processing; reconciles event budgets; schedules rooms for events and workshops as needed; manages the department’s colloquium series including travel arrangements, day-of hospitality, and after-hours reception clean-up, three Fridays per quarter.
Supports and acts as primary time approver for various student groups, including after-hour student hall monitors and special student outreach/working groups.
Answers the department's public-facing phone line, fielding calls about concerts/programming and referring queries to another staff/faculty/chair as appropriate.
Works with chair and supervisor to maintain professional appearance of public-facing spaces, including Fulton Hall, classrooms, and Goodspeed gathering spaces.
Provides administrative support for a leader.
Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary.
Coordinates information flow from leader's office.
Triages emails and telephone calls for action.
Resolves mostly routine and some complex inquiries.
Performs other related work as needed.