Program Specialist

Position Overview: The University of Minnesota's School of Music (SOM) is searching for an experienced Program Specialist (1897) to provide administrative support to the SOM Director and assistance with the undergraduate and graduate programs and admissions processes. The director's support ensures smooth operations in multiple areas of administration and front office support, including the first point of contact for the administrative suite.

This is a 100%, in person, continuing appointment that reports to the School of Music Chief of Staff.

A cover letter is required for consideration.

Job Duties/Responsibilities:

• Office & Administrative Support (50%)
  • Primary point-of-contact for School of Music Administrative Suite
  • Respond to inquiries, greet visitors to the administrative office, and refer to appropriate personnel
  • Coordinate faculty search processes, including creating, disseminating, and tracking search-related records for the search committee. Manage search logistics, including in-person and Zoom meetings, A-V needs, travel, hotel accommodations, and campus visits.
  • Coordinate faculty promotion and tenure cases
  • Manage the Director's calendar, including meeting/luncheon/dinner and business travel arrangements
  • Assist the Director and Chief of Staff with special projects and administrative assignments
  • Coordinate SOM engagement activities, including handling requests for performing groups
  • Manage event logistics and catering for internal Director activities; e.g., donor and alumni special events, faculty retirements, staff lunches, and catering orders
  • Process, stock, and order supplies, including Printing Services stationery and business card orders and special requests
  • Pick up and drop off mail and other deliveries for the administrative suite
  • Coordinate faculty awards, including faculty travel and Monday Music proposals
• Admissions and Recruitment Support (50%)
  • Assist the Associate Director of Admissions with undergraduate and graduate recruiting and admissions initiatives during the academic year, including prospective student communications, event coordination, data management, and recruitment activities.
  • Assist with full-cycle admissions processes, including processing applications in Slate, troubleshooting application inquiries, entering student data, processing application decisions, and audition communications/logistics
  • Serve as the primary first-line contact for the musicadmissions email inbox, responding to inquiries and routing messages as appropriate.
  • Assist with recruitment events, including audition days, Discover Music Day, Gopher Admit Days, campus visits, and other admissions programs.
  • Maintain the School of Music Undergraduate Student Roster and related admissions records.
  • Maintain the School of Music Undergraduate and Graduate Recruit Tracker, including data entry and updates.
  • Prepare, organize, and distribute School of Music recruitment and admissions materials.
  • Provide general administrative support for admissions and recruitment initiatives as assigned.
  • Prepare and send admission and financial award letters for undergraduate and graduate recipients.
  • Administer the Fall and Spring Graduate Student Research and Travel scholarship upload process, as well as the Summer Research and Travel Fellowship scholarship upload process.
  • Process undergraduate major/minor declarations, and graduate milestones in Peoplesoft.
  • Assist with data entry and updating of Instructor Tracking document in File Maker Pro.

Required Qualifications:

• High school diploma/GED and five years of relevant office experience, including project management
• Customer service experience
• Computer experience including databases, spreadsheets, and word processing
• Proficiency with Microsoft Word, Excel, and Google…