Administrative Assistant

Administrative Assistant coordinates and oversees Department of Music's budgetary and logistical functions, including: Manages state, foundation, and "32" accounts. Manages contracts, housing, and travel for guest artists and faculty. Manages scheduling of auditions for and disbursement of music scholarships. Coordinates communication with the public including prospective students, parents, arts organizations, and the media.

Assists the Chair and Assistant Chair in building the course schedule and managing student registration processes. Maintains departmental websites and social media accounts, and assists in creating promotional materials advertising concerts and other events.

Serves as the public-facing point of contact for students, faculty, and community members in the Department Office. Monitors and orders as necessary office supplies, and coordinates with Building Manager as needed to address maintenance needs.

A bachelor's degree and administrative/professional work experience is required. Administrative experience in an arts organization and/or higher education are strongly preferred. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Excellent organizational skills and verbal and written communication skills are required.

Ability to exercise good judgment and discretion in applying and interpreting College and departmental policies and procedures, and managing confidential student and faculty documents.

Knowledge of, or demonstrated ability to learn, budget procedures, campus policies, relevant software (MS Office suite) and database systems (Banner, Cognos) is required.

Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

All applications must be submitted online https://jobs.cofc.edu.

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

1. Administrates multiple budget accounts, totaling over 1.5 million dollars including music operations, pep band, orchestra, concert choir, gospel choir and research & development, 17 Foundation accounts, and six "32" accounts. Prepares contracts for guest musicians and instrument maintenance workers. Purchases office supplies and equipment, maintains purchase card records, and prepares purchase orders.

2. Establishes, develops, manages, assesses and revises office procedures for the front office. Maintains/updates files, records and mailing lists. Serves as central point of contact; answers telephone and emails. Assists faculty members with the overall operation of the department.
Supervises and trains student employees. Coordinates student hires, prepares work schedules, monitors performance, and approves timesheets.

3. Prepares, creates, and analyzes spreadsheets and documents for annual reports, agendas/minutes of department meetings, faculty evaluation reports, teaching schedules, and tenure and promotion documents. Creates adjunct contracts semesterly. Works with Dean's office as necessary.

4. Schedules scholarship auditions, prepares correspondence for scholarship applicants, maintains scholarship records. Manages the accounting and distribution of 25 music scholarships worth approximately $400,000. Coordinates student performances on campus and in the community. Schedules performances, rehearsals and auditions/juries.

5. Serves as liaison between the department and out-of-town guest artists and speakers. Assists with travel arrangements and accommodations. Assists with departmental recruitment events.

6. Coordinates the Post Baccalaureate Artist Residence Program for the Music Department. Manages on-line applications, creation of academic transcripts, student contracts, student/faculty time sheets, and letters of recommendation.

7. Coordinates the usage of Departmental rehearsal spaces, and the distribution of keys and electronic pass cards. Manages booking of Simons Recital Hall, with consultation of Assistant Chair for internal groups.

8. Assists in creating and maintaining promotional materials, signage, and concert programs for the department.