Music Department Administrative Assistant

University of Wisconsin Stout • Superior, WI

22h • Onsite

About The Position

The Departmental Assistant provides administrative and program support to the department chair, faculty, and staff in the Department of Music. Establishes, maintains, and ensures compliance of department records to ensure departmental goals. Tracks department funds and purchasing. May handle a variety of clerical, student support, and facility coordination duties.

Requirements

• Proficiency with Microsoft Office, Outlook, and social media platforms, with the ability to learn campus systems such as Adobe Creative Cloud, Workday, and scheduling, budgeting, hiring, and reporting software.
• Strong written, verbal, and interpersonal communication skills.
• Skills in budgeting, accounting, and recordkeeping.
• Strong organizational skills, with the ability to work independently and to prioritize and multitask in a fast-paced environment.
• Ability to interpret and apply shared-governance and university personnel guidelines and procedures.
• Physical ability to lift up to 30 pounds.
• High School Diploma
• Candidates must be independently, legally authorized to work in the United States at the time of hire and maintain their work authorization without the support or help of UW-Superior throughout employment.

Nice To Haves

• Bachelor’s degree
• Administrative support experience
• Familiarity with the systems, terminology and procedures of an academic music department

Responsibilities

• Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements
• Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures
• Serves as a primary point of contact for the department
• May provide operational guidance and training on day-to-day activities of student workers and program staff
• Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections
• Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations
• Coordinate departmental operations, including meetings, calendars, communications, and general office support.
• Provide administrative support for faculty recruitment, hiring, onboarding, and course scheduling (catalog and classroom assignments).
• Process departmental forms and manage operational, facilities, and personnel-related requests.
• Supervise student employees, including hiring, scheduling, and payroll coordination.
• Coordinate departmental logistics, including applied lessons, juries, recitals, scholarships, travel, and equipment/facility management.
• Serve as a resource for students and provide support to faculty and other academic departments as needed.
• Manage and reconcile departmental budgets in collaboration with the chair, including tracking expenses, revenue, and financial activity.
• Support procurement and purchasing processes, including vendor coordination and supply management.
• Process financial transactions, including travel reimbursements, expense reports, honoraria, and student fees, in compliance with university policies.
• Ensure accurate and timely financial reporting, billing, and documentation.
• Create and print programs for approximately 40 music events each year.
• Coordinate and support events, including concerts, festivals, auditions, and recruitment activities.
• Manage audition scheduling and related communications.
• Develop and maintain departmental communications, including website, social media, and promotional materials.
• Collaborate with faculty and partners on outreach, recruitment, and alumni engagement efforts.
• Oversee event logistics and operations, including staffing and audience services.
• Complete required trainings and professional development as assigned.
• Other duties as assigned.

Benefits

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED