Music Office Coordinator

Eastern Mennonite University•Harrisonburg, VA

13h•Onsite

About The Position

The Music Office Coordinator assists the faculty in managing the entire music program. This person is responsible to keep the music department office functioning smoothly and efficiently. Responsibilities include assistance with production of music department; preparation of curriculum materials for faculty, data entry and permanent cataloging of department materials; managing telephone calls, and carrying out other secretarial/managerial duties requested by the department head and the faculty. This person also assists the faculty in working with the public and community members who interface with the department in relation to music lessons, performance, and curriculum. 12-month 3⁄4 time position. Remuneration and benefits commensurate with education and experience in accordance with institutional salary schedule.

Requirements

Bachelor’s degree required.
Demonstrated administrative proficiency and organizational skills.
Ability to organize and maintain computerized systems.
Attention to detail for accurately preparing and maintaining meeting minutes and files.
Ability to maintain confidential information and materials.
Good memory skills for recalling dates, people, events, and record locations in order to retrieve and communicate information when asked.
Ability to set goals, prioritize and organize job tasks and workload in order to meet deadlines, with ability to complete work in a timely manner and communicate progress routinely.
Ability to use a PC and software such as, Windows, Microsoft Office, and Google Suite.
Ability to operate commonly used office equipment such as a copy machine, fax, phone, etc.
Ability to communicate effectively in writing and verbally with a wide variety of constituents.
Demonstrated ability to work and communicate effectively and professionally with all constituencies of a diverse community.
Ability to problem solve to assist others in decision making.

Nice To Haves

Two years’ office experience desired.
Music training and experience preferred.

Responsibilities

General Office Duties Assist full-time and adjunct music faculty with daily administrative tasks
Answer office phone
Order department and office supplies
Maintain office calendars
Pick up campus mail and distribute in intradepartmental mailboxes
Submit various forms, contracts, and deposits to the Business Office and Advancement Office
Take minutes at weekly music faculty meetings
Communicate needs and emergencies to Building Manager, Facilities and Security as needed
Complete faculty loading and collect syllabi each semester
Help students with administrative tasks related to their degree recitals, projects, student recitals, and end-of-year assessment
Coordinate instrument maintenance with consultants, faculty, Whitesel Pianos, and Shen Valley Band
Submit concert programs to licensing agencies, and maintain program archives
Update Music Department Handbook, Moodle resources, and Google forms therein
Update major/minor Google groups
Maintain attendance for all Landscape of Music events and colloquia
Music and Instrument Libraries Assist students, faculty, and community members with key requests, locker use, sheet music sign-out, and instrument reservations
Keep track of loaned music and instruments and send return reminders
Order music as needed
Update ensemble libraries’ catalogues with new music, stamp, and file
Coordinate consultants to assess instrument maintenance
Submit instruments for repair as needed
Work-study Supervision Assist Program Director in hiring new work study students as needed
Meet regularly with students to prioritize and delegate work
Assign students work schedules and tasks
Approve student timecards
Music Department Events Schedule all concerts and events in 25Live
Secure tech needs for concerts and events with IT
Coordinate collaborative pianists for recitals and concerts
Design, order, and distribute concerts and events posters
Design and order concert programs
Save copies of all event posters and programs for department records
Coordinate event operations and logistics with other departments, primarily IT, Facilities, and the Business Office
Schedule piano tunings with Whitesel
Create and send student recital sign-up forms
Usher or secure ushers for all department concerts
Collect and track donations received at events
Additional Scheduling Coordinate private lessons times and arranged course times with appropriate faculty members
Create Lehman room schedules each semester, including classes, lesson times, Prep Program lessons, etc.
Coordinate and schedule prospective student auditions with Admissions
Music Department Marketing Create and manage regular content for department social media platforms
Create monthly Mailchimp emails to promote department events
Collaborate with MarComm webmaster for department website needs
Collaborate with other EMU Marketing team members on things like collaborative posts, posters, ads, news stories, and marketing needs