Administrative Assistant Hall of Music

Position: Administrative Assistant for the Hall of Music
WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Administrative Assistant for the Hall of Music provides essential support to the Department of Music, including its faculty, staff, and facilities. The Administrative Assistant exercises independent judgment in creating systems and procedures that facilitate clarity and expediency with particular attention toward administrative support, budget and financial coordination, scheduling and event coordination, student support, and building coordination. The Administrative Assistant reports to the Hall of Music Department Chair.

PRINCIPAL

ACCOUNTABILITIES

Supervisory Duties

• This role typically supervises at least one student employee.

Administrative Support (35%)

• Provide logistical and systems support for the Music Department Chair, faculty, students, and staff.
• Act as first point-of-contact for the Hall of Music, greeting visitors, and fielding general inquiries, providing a welcoming and supportive presence to the Hall of Music.
• Maintain department records (e.g. Departmental handbook, virtual drives, talent scholarships).
• Attend all relevant Department meetings and provide meeting minutes.
• Coordinate timely communication throughout the department, administration, the college-at-large, vendors, and artist collaborators.
• Work independently to manage day-to-day office operations.

Budget & Financial Coordination (20%)

• Maintain and reconcile the Department of Music budgets, endowments, and contributions.
• Process vendor payments and reconcile credit card expenses (including expenses for faculty without college provided credit cards).
• Assist the Department Chair in budget planning.
• Manage payroll for adjunct instructors.
• Prepare and process payments and contracts for visiting artists.
• Maintain records of student scholarships and coordinate scholarship endowment funds with the Office of Admissions.
• Carry out the allocation of Lesson Scholarships according to departmental parameters and within relevant campus deadlines.

Scheduling & Event Coordination (20%)

• Post and update event information to requested outlets.
• Oversee building scheduling and reservation system.
• Coordinate all official events for the Department of Music (e.g., scheduling student workers, communicating technical needs, and setting up the livestream).
• Oversee student workers (e.g., hiring, onboarding, and managing schedules and payroll).
• With visiting artists, arrange logistics such as transportation, lodging, per diem, and artist payments.
• Schedule piano tunings and maintenance in coordination with the Piano Area Director.
• Generate and distribute posters and programs for all official departmental events.

Student Support (20%)

• Act as student facing point-of contact regarding general inquiries (e.g., music scholarships, recital planning, and independent rehearsals).
• Manage instrument lending library and locker checkouts.
• Coordinate live auditions for prospective students.
• Facilitate the completion of scholarship audition review among relevant faculty.
• Collaborate with Admissions and other offices to support student award processes.

Building Coordination (5%)

• Coordinate with facilities and custodial staff.
• Oversee maintenance of instrument lockers, keys, and other instrument storage areas.
• Ensure Hall of Music…