MUSIC - Administrative Assistant

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	<h1><em>MUSIC</em> - Administrative Assistant</h1>
	<h2>Job Classification</h2>
		<span>&nbsp;&nbsp;Hourly Full-time (35-40)</span><br/>
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	<h2>Position summary</h2>
	The Administrative Assistant needs to demonstrate organizational, communication, leadership, and relationship-building skills; must show initiative and creativity in the performance of required tasks and a caring attitude towards students and faculty; must be able to communicate fluently and professionally in English, in written and oral forms. This position is a complex and high-performance job which requires the ability to multi-task and handle crisis situations with calm and common sense. It entails frequent interaction with a large number of on-campus administrative offices and calls for friendly and professional interaction with other administrative personnel.
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	<h2>Qualifications summary</h2>
	To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed&nbsp;in the full&nbsp;position description&nbsp;are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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	<br />Must be a Seventh-day Adventist in good and regular standing.
        
	<h2>Duties and responsibilities</h2>
	1. The Administrative Assistant works closely with the chair in a variety of administrative functions, such as:&nbsp; scheduling and managing appointments; taking messages; reminding chair of deadlines; handling/responding to incoming mail to chair; communicating with prospective students and parents;&nbsp;processing scholarships; assisting in communication to NASM; assisting in preparation and creation of spreadsheet files, as well as administrative and academic documents and reports; coordinating departmental events and guest services; maintaining Department of Music website; producing departmental newsletter. (30%)
<br/>2. The Administrative Assistant manages departmental activities and oversees office-related communications both inside and outside the Department of Music; researches and develops resources that create timely and efficient workflow for: assisting advisors in registration of courses and applied lessons; scheduling of credit/non-credit applied lessons; coordinating lesson and practice rooms; writing of contracts for adjunct faculty and teaching assistants; compiling faculty and student directory; coordinating mailboxes for students; allocating storage lockers; coordinating course and applied lesson evaluations; coordinating and scheduling end-of-semester Applied Music Examinations; organizing and supervising Recital Attendance; coordinating recital auditions; communicating with HPAC management to schedule all Department of Music events; coordinating and overseeing uniform writing procedure and style practices related to performance programs and public relations materials; posting departmental information on hallway monitor; producing Program books. Most of these tasks are seasonal and take place mostly at the&nbsp;beginning or end of semesters or during summer. (30%)
<br/>3.&nbsp; The Administrative Assistant analyzes and organizes office operations and procedures by maximizing office productivity through proficient use of appropriate software applications; formulating procedures for systematic retention, protection, retrieval, transfer, and disposal of records; planning office layout and managing office budget; supervising maintenance of office equipment; and performing clerical duties personally or through subordinate student labor such as: preparation of time cards, requisition of supplies, ordering resale music, and preparing Monday morning hot drinks. (20%)
<br/>4. The Administrative Assistant manages personnel information by entering and reviewing clerical and personnel records for faculty, contract teachers, student workers, and students, to ensure completeness, accuracy and timeliness. (13%)
<br/>5. The Administrative Assistant coordinates building maintenance and cleanliness; maintains contact with equipment repair service personnel; communicates with campus safety regarding security questions/issues; and monitors humidity control of the building and instruments. (2%)
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	<h2>Supervisory responsibilities</h2>
	The Administrative Assistant directly supervises 2-4 student workers in the Department of Music in accordance with the organization&rsquo;s policies and applicable laws. Responsibilities include interviewing, hiring, and training student workers; planning, assigning, and directing work; appraising performance; rewarding and disciplining student workers; addressing complaints and resolving problems. (5%)
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	<h2>Qualifications</h2>
	Bachelor&rsquo;s degree (B.A.) from four-year College or university; or five to seven years related experience and/or training; or equivalent combination of education and experience. An understanding of music and the needs of musicians is important. Must be able to relate to students and faculty from diverse cultural backgrounds.
<br/>Language Skills, Mathematical Skills, and Reasoning Ability as described in full job description.
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	<br />Must be a Seventh-day Adventist in good and regular standing.
        
	<h2>Technical competencies</h2>
	Typing, filing, telephone, and meeting the public. Computer Skills: Microsoft Word, Excel, PowerPoint; Webmaster. Ability and willingness to learn new programs related to Andrews University academic requirements (Acalog, iVue, PreVue, Banner, and others as needed).
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	<h2>Interpersonal interactions</h2>
	Must feel and act comfortably with all the people who interact with this office: students, parents, faculty, and staff. Must have a warm and friendly personality. Must be comfortable interacting with students in a preliminary advisory role and willing to help &ldquo;clients&rdquo; according to their needs. Must be willing to train and supervise students, and also interact on a professional level with faculty and staff. Must be a team player and fit comfortably with the office atmosphere and philosophy of advocacy.
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	<h2>Physical demands</h2>
	The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
<br/>While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is often required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance, vision, and color vision.
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	<h2>Work environment</h2>
	The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
<br/>The noise level in the work environment includes music from rehearsal rooms nearby, instruments playing, vocalization, and students and teachers congregating in the work station area of the office, however, the noise is usually moderate. Humidity levels fluctuate because of the needs to maintain instruments in good shape. Humidity in the office occasionally affects personal comfort levels and paper supplies for the copier and printer.
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