Music and Theatre Arts: Department Assistant

Current Employees:
If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.


Position Title:
Music and Theatre Arts:
Department Assistant


Job Category:
University Staff


Employment Type:
Regular


Job Profile:
Department Assistant


Job Duties:

POSITION: One full-time (1.0 FTE - 40 hours per week) university staff position is available in the Department of Music and Theatre Arts with an estimated start date of October 20, 2025, or as soon as possible. The official title of this position is Department Assistant (AD085 salary grade 18). This is an expected-to-continue assignment which requires a six-month probationary period.

The expected hourly hiring salary will be $19/hour. Full UW-System benefits apply. This position reports to the Chair of the Department of Music and Theatre Arts.

MINIMUM QUALIFICATIONS:

Demonstrated flexibility, multitasking, teamwork skills, and excellent communication and organizational abilities. Demonstrated operational knowledge of MS Office Suite, including MS Outlook, MS Excel, and MS Word. Demonstrated knowledge of standard office operations, including the ability to handle time-sensitive and confidential information. Ability to coordinate departmental events and supervise student workers. Ability to monitor program expenditures, process payments, verify accuracy of financial transactions, and maintain an accurate file of financial records for review, including credit card logs and receipts.

PREFERRED QUALIFICATIONS:

Familiarity with finance software such as Workday and administrative computing systems such as CampS, including, but not limited to, course schedules, student enrollment permissions, and advisor assignments. Experience using campus computer systems, such as

Experience with university policies and procedures related purchasing, payroll, and travel arrangements; and managing textbook orders through the University Bookstore. Experience working with other campus units, including, but not limited to, other colleges, Purchasing, Registration/Scheduling, Admissions, University Foundation, Business Office, University Bookstore, Academic Affairs, and Facilities.

DUTIES:

Provide Administrative Support and Assistance (60%)

Draft the departmental calendar of events and schedule Academic Term room calendar requests. Prepare, implement, verify, and edit the class schedule. Process applied music and ensemble permissions, with the assistance of the student worker(s). Manage the music program auditions, including scheduling, record-keeping, and pre- and post-audition correspondence. Work with ARCC on new student orientation enrollment. Manage departmental scholarship awards. Maintain student degree plan and advisor assignment updates.

Manage departmental records. Coordinate instructor course evaluations. Attend and take minutes of all department meetings. Handle general questions (walk-in, phone, email). Assist in coordinating details related to new faculty searches. Serve as the central departmental contact person for the University Bookstore for the ordering of textbooks. Coordinate with LTS and Facilities when maintenance or repairs are needed. Prepare and mail quarterly thank you letter (written by Chair) to donors.

Coordinate with Blugold Central on student fees for applied lessons and practice room use. Coordinate hiring and payroll for Summer Research Experiences for Undergraduates (SREU). Create and maintain user agreements for outside users of space within Haas Fine Arts Center. Hire, train, and supervise student office workers.

B. Administrative Coordination/Office Support (35%)

Make payments on behalf of the Department (Direct Payment Forms, Payment to Individual Requests, purchase orders, payment requests through Foundation funds), and update revenues, allocations, encumbrances, and expenditures for all purchase orders. Process purchases of new instruments and instrument supplies, coordinating with Purchasing when needed. Handle funds received by the department (cash and checks) and make deposits. Develop and maintain financial spreadsheets for future reference and planning, checking central administrative accounts in Workday on a monthly basis for accuracy.

In collaboration with Chair, update departmental financial data monthly and create financial reports annually, create budget reports and analysis for preparation of student senate organized activities budget requests. Track ORSP grant dollars on departmental projects, such as Summer Research Experiences for Undergraduates (SREU), Guest Artist funding, etc., initiating returns of funds when necessary. Coordinate and resolve problems with the ASK Center and Accounts Payable.

Balance and close records at the end of the fiscal year. Provide budget reports and account analysis to the chair. Develop with the chair the department's annual operating budget. Process Travel Expense Reimbursements (TERs) on behalf of departmental accounts. Track spending on lab…