Sr. Department Assistant

Position Title

Sr. Department Assistant

School of Music

Staff (Full-time)

37.5 hours per week, 5 days per week, 8:00 am - 4:30 pm

$19.50 to $20.50 per hour

Under the direction of the Director of the School of Music, the Senior Department Assistant coordinates the full scope of administrative operations for a dynamic, high-volume academic unit. The School of Music comprises approximately 200 music majors, 20 full-time faculty, and 48 adjunct faculty across five undergraduate and two graduate degree programs, and approximately 200 public events each academic year. Scope of responsibility encompasses financial administration, academic records support, event scheduling, personnel coordination, and supervision of graduate assistants and student workers.

* This is a staff bargaining unit position.

• Serves as the primary point of contact for faculty, students, staff, and visitors; manages shared departmental email accounts and facilitates daily administrative communications.
• Prepares bi‑weekly payroll for approximately 48 adjunct faculty and full‑time faculty overloads; processes payment requests and departmental expenditures; assists the Director with annual budget preparation and monitors ongoing budget activity.
• Supports academic records and accreditation processes, including course overview spreadsheets, the annual NASM HEADS report, the Student Handbook and Faculty Manual, Presser Foundation scholarship submissions, and semester faculty evaluation coordination.
• Manages a departmental events calendar of approximately 200 annual events; coordinates recital scheduling via 25
  
  Live; maintains the School of Music website calendar and public event listings.
• Coordinates room reservations and facilities requests across School of Music buildings; ensures venues are prepared for recitals, concerts, and academic events.
• Manages new employee onboarding including HR documentation, key and access card requests, lesson space assignments, and contract follow‑up.
• Supervises and directs 3 graduate assistants and 4 to 6 student workers; responsibilities include training, task assignment, and quality review.
• Prepares audition materials for 4 audition days each year; creating folders for each auditionee, printing application materials, booking rooms.
• Oversees student worker responsibilities for recital program production, live streaming coordination, and social media event announcements.
• Maintains faculty roster and email distribution lists; coordinates semester communications regarding scheduling, syllabi deadlines, and payroll.
• Supports summer graduate programs and special events as assigned.

• Associate's degree required;
  Bachelor's degree preferred.
• Minimum 3 to 5 years of administrative experience; experience in an academic or professional services setting strongly preferred.
• Exceptional organizational skills with demonstrated ability to manage concurrent priorities and time-sensitive deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite and Google Workspace applications.
• Experience with scheduling, calendar, or event management systems.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Ability to build effective working relationships with a diverse community of faculty, students, and administrative staff.

• Bachelor's degree in business administration, arts administration, or a related field.
• Experience in a higher education administrative environment.
• Familiarity with Ellucian Colleague, 25
  
  Live, SLATE, or comparable academic administrative systems.
• Experience supervising student workers or part-time staff.
• Knowledge of music performance culture and academic music programming.

• Directly supervises 3 graduate assistants and 4 to 6 student workers, including orientation, training, task assignment, and performance feedback.

• Prolonged periods of sitting and extensive computer use. Occasional lifting or carrying of…