Music and Fine Arts Administrative Assistant

University of the Cumberlands•Williamsburg, KY

7h•Onsite

About The Position

Get Set for Cumberlands! Join our team of student-focused individuals working together in order to encourage intellectual and spiritual growth, leadership and service. The Administrative Assistant works directly with the chair of the Department of Music and Fine Arts as well as other faculty in all aspects of music, theatre and art operations. Regular office hours will be worked throughout the week. Additional hours will sometimes be required for recitals, concerts, recruiting events, and other special events. There will be some flexibility in regular hours to balance out these ‘extra’ hours.

Requirements

Bachelor’s degree
Proficiency in Microsoft Office, email, internet, and internal university platforms (e.g. Workday)
Excellent written and verbal communication skills
Strong organizational, problem-solving, and multitasking skills
Friendly and professional demeanor

Responsibilities

Cultivating a warm, welcoming office environment for students, prospective students, and guests
Coordinating, managing, and approving schedules for work-study students in music
Identifying tasks to be completed and training students to complete these tasks
Providing timelines for the completion of tasks and reviewing work when completed
Answering phone calls, emails, and other correspondence
Monitoring Musicwindow software to assist faculty in recruiting
Monitoring office supplies and reordering when necessary
Coordinating with Maintenance Staff to address issues that need attention
Coordinating with Communications Office regarding upcoming events
Advertising upcoming concerts on campus via email and social media
Meeting with Department Chair weekly to discuss the weekly agenda.
Demonstrating proficiency in Microsoft Office (especially Word, Excel, and OneDrive), Adobe, Bright Sign, and Workday
Creating Programs for concerts, recitals, and music events
Coordinating with ensemble directors and Communications to schedule group photos at the beginning of each semester
Coordinating live streams of ensemble concerts with directors and those designated to provide video of events
Coordinating recording of videos for uploading to the Music Department YouTube page
Monitoring the Music Department webpage and suggesting improvements
Creating concert posters for on-campus and public distribution for all ensemble concerts
Keeping recruiting materials up to date and available for faculty
Aiding in the administration of special Music Department clinics and recruiting events
Assisting with measuring and ordering of formal concert attire
Assisting in set-up and tear-down for Christmas at the Cumberlands