Music Administrative Assistant Fellow

Davidson College•Davidson, NC

4d•Onsite

About The Position

The Music Department Fellow will assist the Departmental Coordinator in support of Music faculty, staff, and students. This position will coordinate heavily with the Departmental Coordinator on day-to-day tasks and larger projects, and will also be responsible for managing multiple databases and coordinating the use of classroom/practice room spaces in the Sloan Music Center. This position will require coordination with other Music staff and will assist faculty and lesson instructors as needed.

Requirements

Bachelor's Degree
Must be a recent 2025, 2026 college graduate
Preference given to Davidson College graduates.

Nice To Haves

Reliable and self-motivated.
Accurate and attentive to detail.
Able to analyze and solve problems.
Able to keep information confidential.
Flexibility in communicating and working with a variety of people and changing situations.
Comfortable with learning software and working with data.
Experience with Google docs, sheets, forms (or Excel, Word) and database applications, or comfortable learning.

Responsibilities

Manage classroom and practice room reservations within the Music Department (lesson instructors, faculty, staff) and from other campus offices, departments, and programs.
Manage key loan requests, pickup, and return.
Manage locker and instrument loan assignments and database.
Organize instrument storage and take/pick-up instruments for repair as needed.
Maintain instrument database, including newly purchased instruments, instruments borrowed by students, and instruments rented from outside vendors.
Manage music scholarship award database.
Monitor fulfillment of music scholarship requirements.
Manage and schedule end-of-semester juries.
Manage and update “Lessons & Instructors” webpage
Serve as a front office point of contact for visitors and classroom use by students and non-Music faculty.
Prepare forms/sheets with Google.
Coordinate with Music Departmental Coordinator on hiring, training, managing, and approving timesheets for work study assistants.
Enter, sort, and compile data for lesson, ensemble, and award programs.
Update registration database, including for-credit semester and jury letter grades.
Manage calculation, receipt, and submission of grades for Temp Instructors.
Prepare and submit performance/vendor/invoice payment requisitions for guest artists, guest artist housing, event ads, and tech services.
Place and receive office supplies orders and maintain inventory.
Keep the work room office machines and supplies well stocked and clean.
Return/place phone calls.
Run campus errands.
Other tasks and assignments as they develop.
Act as the point person for inter-departmental collaborative projects. May include meetings and sending out communications.
Work some department performances as needed and assigned by the Director of Music Production & Promotion.
Review guest artist contracts when needed.
Assist large ensemble directors with tour logistics and payments.
Assist staff and faculty with preparations for special events.
Assist Chair with distributing and collecting annual senior major assessments.
Prepare data for course feedback.
Update and maintain Music Department Alumni Contact catalogues.
Manage keypad codes.
Lock building daily on business days.
Specifically loading dock elevator and rooms 200, 201, and B-011
Manage work order requests for building maintenance, and 17+ music equipment moves between Sloan and event spaces.