Program Assistant - School of Music

West Virginia University • West Virginia, WV

1d • Onsite

About The Position

The Program Assistant will perform day-to-day operations and administrative duties associated with a large University band program, as well as large ensemble programs for the WVU School of Music including the symphony orchestra, as well as choral and jazz areas. This person will be directly supervised by the Director of Bands, and also work with the Director of the School of Music, other School of Music leadership, and graduate assistants. The successful candidate will be highly skilled in administrative and financial task responsibilities, able to work independently and in partnership with multiple leaders in the College of Creative Arts and Media and will excel at proactively providing support to the Bands, Ensembles, and other music related areas in the WVU School of Music.

Requirements

• Associate degree in a related field.
• A minimum of one (1) year of experience involving: Customer service, Office management or administrative work, Financial transactions, such as general accounting, bookkeeping, monitoring budgets, purchasing, reconciliation, and record keeping.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.
• Ability to rapidly acquire a working knowledge of the college and School mission/goals/policies/procedures and to interpret and implement these policies in work situations procedures, practices, and protocol.
• Demonstrated ability to provide exceptional customer service to all stakeholders and interact with the public in a professional and personable manner.
• Demonstrated ability to maintain confidentiality, discretion and diplomacy.
• Demonstrated ability to prioritize tasks, determine relative importance of each, set deadlines, and complete projects in timely manner.
• Demonstrated ability to communicate clearly and concisely, both orally and in writing complex information and explain policies and procedures to others.
• Demonstrated ability to communicate both orally and in written fashion with superior professionalism, accuracy and competence.
• Ability to work occasional evenings and/or weekends as needed according to bands/ensembles schedule.
• Ability to maintain proper unit attendance and punctuality standards.
• Ability to work independently, exercising sound judgment to complete tasks without close supervision.
• Thorough knowledge of correct English, grammar, spelling, punctuation, and sentence structure.
• Knowledge of (or demonstrated ability to learn) various software programs such as: Apple platforms, Filemaker Pro, Microsoft Office, Excel, 25 Live, Mountaineer Marketplace, Chrome River and MyExpenses systems.
• Demonstrated office management and multi-tasking skills.
• Ability to interview, train and manage staff and student employees.

Nice To Haves

• Some knowledge of music and musical terms to perform many tasks (such as ordering music and equipment, organizing/filing music, etc.) is helpful.

Responsibilities

• Serve as the main point-of-contact (i.e. phone calls, emails, scheduled and non-scheduled office visits) relating to the WVU Bands and the other major ensembles.
• Accurately complete paperwork related to procurement card purchases, purchase orders, employee reimbursements, etc. as needed and submit according to the established guidelines of the EBO, University, or state and federal guidelines. Work closely with the Business Office to ensure the timely, complete and accurate submission of all financial work.
• Working with the Director of Bands, ensure daily operations within the prescribed budget for the Bands, Ensembles, and other music areas under purview to ensure that budget targets are achieved.
• Identify appropriate funding sources for expenses. Become well versed in the purpose, use and restrictions of each funding source available to make accurate funding decisions.
• Track expenses and revenue and make a monthly reconciliation against the college budget for areas under purview.
• Submit travel pre-approval authorizations to the Director of Bands or his designee as needed and book travel as needed with a university pcard.
• Assist the band, orchestra, choral and jazz area directors in organizing travel for the WVU Bands. This includes regular and post-season travel for the marching and basketball pep bands, and travel associated with the concert ensembles. This includes, but is not limited to, the booking of buses and hotels, arrangement for meals and/or per diem, and other performance logistics, as well as tracking the financial transactions of each trip, and assuring adherence to budget and proper funding distribution.
• Interpret university travel regulations for faculty, staff and students, as needed.
• Submit travel documentation, when needed, for reimbursement after verifying compliance with state and grant regulation, and budget adherence.
• Trace reimbursement requests through the university and state systems when payment is not received in a reasonable time.
• Purchase supplies and equipment associated with a large University band program (instruments, uniform parts and accessories, equipment, supplies, music, etc.) using the various acceptable purchasing platforms in the university to place orders, receive, and generate purchase orders.
• Coordinate the repairs of instruments/equipment and rental of facilities as needed.
• Assist in the preparation of various recruiting materials for the bands and other ensembles (i.e. social media, flyers, brochures, posters, etc.
• Create and maintain multimedia for prospective student/parent/guest visits to the band office.
• Coordinate all mailings associated with the bands including spring marching band auditions, general band information, upcoming band concerts, and other band-sponsored events. Create correspondence and databases related to the various aspects associated with the bands.
• Coordinate with university food service and/or local vendors to organize, plan and purchase band camp related meals for students and staff as well as home game meals served to the marching band at the stadium. Work with graduate student so that they can facilitate pick up and delivery of meals as needed.
• Maintain an accurate filing system of all financial transactions, programs, correspondence and other items of importance related to the WVU Band program.
• Supervise student workers assigned to the band office. Facilitate scheduling and approve timecards.
• Other duties assigned by either the Director of Bands or the Director of the School of Music.
• Coordinate and arrange student and parent visits that are made through the WVU Visitors Center or those that contact the Band Office directly.
• Meet and talk with students and families when a director or band graduate student is not available.
• Provide ample and compelling information regarding all aspects of the bands, including audition procedures.
• Provide information regarding other aspects of the School of Music such as scholarship opportunities, auditions, concert information, and ensemble participation at off-campus events).

Benefits

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
• Wellness programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree