Outreach and Engagement Coordinator, Bearcat Bands, Student Affairs

Outreach and Engagement Coordinator, Bearcat Bands, Student Affairs

Manage, design, develop, modify, and present processes and programs that facilitate positive member engagement along the entire spectrum, from new to current to alumni.

Essential Functions

• Front Desk Reception and Customer Service: Serve as the first point of contact for visitors, prospective and current students, families, vendors, and the general public. Direct visitors to appropriate spaces; provide parking and access information. Greet all guests in a professional, courteous manner and provide basic information about the band program, facilities, and services. Common topics include auditions, rehearsals, performances, and policies.
  
  Route complex inquiries to the appropriate staff member. Guide prospective, current, and alumni members through university processes and the physical campus as needed. Assist with basic forms, sign-ups, and access to band resources of all sorts.
• Communications: Answer and respond to phone calls and other communications platforms with clear consistency. Take and relay accurate messages as needed. Monitor shared email and other communications accounts and respond to inquiries in a timely, courteous way. Forward specialized and recurring questions to appropriate personnel. Maintain up-to-date voicemail and out-of-office messages.
• Deliveries and Mail: Order, receive and sign for, and route deliveries. Common examples include instruments, uniforms, equipment, office supplies. Sort and distribute incoming mail; prepare outgoing mail and packages as needed. Maintain a simple log of high-value or time-sensitive deliveries. File and maintain paperwork.
• Administration and Recordkeeping: Maintain organized digital and paper files. Assist with data entry and processing. Common examples include contact lists and rosters, course registrations, attendance logs, and instrument checkout and repair records. Monitor and restock office and educational supplies. Provide general clerical support (copying, scanning, basic document preparation). In collaboration with staff, requested financial assistance may include budget maintenance, preparing contracts, making and monitoring expenditures, and preparing financial reports.
• Scheduling and Calendar Support: Assist with scheduling appointments, auditions, and meetings using the office calendar system. Post and update rehearsal schedules, office hours, and event notices in online platforms.
• Event Support: Provide coverage during key times such as rehearsals, performances, and other events as assigned. These hours often occur in the early mornings or late evenings. Some are based on athletic schedules beyond our control and announced with little advance notice. A flexible approach to daily working hours is required. Help distribute and collect sign-in sheets, forms, and basic event materials.
  
  Assist with special projects, recruitment mailings, or outreach efforts related to the band program. Ensure technology necessary for event completion is maintained and ready for use.
• Facility Access and Basic Security: Monitor traffic in and out of the band office and adjacent spaces; ensure only authorized individuals access our areas. Follow established procedures for opening and closing the facility, including securing doors, equipment, and confidential materials. Report maintenance, safety, or security concerns to the appropriate university office.
• Collaboration: Act as liaison to internal departments, external entities, and community organizations. Work closely with campus partners to frequently schedule shared spaces and navigate complex logistics. Participate in meetings and trainings as needed.
• Compliance and Confidentiality: Handle student information in accordance with…