Music Administrative Assistant Job at Bethel University in Mishawaka

Music Administrative Assistant

Departments

Music

Supervisor Stephen Martin

Job Summary (20-25 hours/week, 10-month)

Non-exempt

To coordinate and manage the processes and collaborative efforts that contribute towards Fine Arts productions, office efficiency, and overall impressions experienced by those who interface with Bethel University.

Essential Job Functions & Qualifications

• Facilitate the scheduling of music-related events, performances, and recruitment efforts, including concerts, recitals, juries, applied lessons, and auditions.
• Assist with travel/transportation reservations, housekeeping, IT, and maintenance work orders, reporting, scheduling and announcing music events.
• Communicate with prospective students.
• Coordinate recruiting visits, auditions, scholarships, and preview days.
• Assist with budget tracking and reconciliation.
• Assist with swipe card access lists for buildings and students, update each semester and coordinate with appropriate professors and departments.
• Assist with purchasing and budget reconciliation.
• Assist with development of performance programs (recitals, concerts, fundraisers, etc.).
• Assist with the coordination of music department promotional materials.
• Provide oversight of the music library and associated student employees.
• Oversee the archival and updating of departmental files.
• Oversee instrument inventory, repairs, and reporting.
• Maintain relevant databases.
• Provide relevant information to Box Office regarding upcoming performances.
• Assist with preparation for special events (Fine Arts Scholarship Day, Music Gala, Pilot Preview Days, etc.).
• Collaborate with other Fine Arts staff in completion of duties.
• Coordinate scheduling and logistical elements of music ensemble tours.
• Assist in the creation of the yearly Christmas Concert.
• Be available to attend department meetings.

Performance Expectations

• Maintain a posture of humility, self-motivation, and wisdom in all interactions with others.
• Work collaboratively with administrators, faculty, and staff.
• Continue to work toward increasing excellence on behalf of the department.
• Uphold the mission of the University, abiding by the personal and academic policies.
• Yearly performance evaluations.

Knowledge and Skills

• Four-year degree in an arts-related discipline (music degree preferred).
• Understanding of music library and related concepts (ensemble types, instrumentation, key).

Good oral and written communication skills; knowledge of Microsoft applications (Excel, Word, Powerpoint, One Drive, Adobe Suite) is essential.

May be asked to do occasional lifting up to 25lbs.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.