Senior Administrative Assistant
ANNOUNCEMENT OF NON-EXEMPT ADMINISTRATOR POSITION OPENING
POSITION: Senior Administrative Assistant
POSITION CODE: A6738
DEPARTMENT: School of Music
APPOINTMENT: Non-Exempt Administrative, full-time, 12 months
STARTING SALARY RANGE: Commensurate with experience
INTRODUCTORY PERIOD: 12 months
POSTING DATE: August 9, 2013
APPLICATION DEADLINE: Open until filled
DESCRIPTION: Reporting to the Dean of the School of Music, functions as the key support person for the Dean, provides comprehensive administrative support to the School of Music (SOM); aids and assists in the coordination, management, and implementation in the efficient operation of the SOM offices and acts as a confidential assistant.
Duties and responsibilities include but are not limited to:
- Provides high-level administrative support, maintains Dean’s calendar, schedule appointments, follow-up on action items, coordinates meetings and conference calls, takes and reports minutes of faculty meetings, maintains master calendar of events; and assists with travel arrangements for administrators and faculty.
- Prepares budget projections; handles expense tracking, processing and control; and assists with preparing budget proposals for the SOM and Community School.
- Sets priorities, deadlines, establish guidelines and office procedures to ensure efficient daily operations of the SOM; prepares billing and payroll for the Community School of Music; prepares, types, proofs, duplicates and distributes correspondence, reports, forms, syllabi, manuscripts, exams and other documents in support of the SOM.
- Provides exceptional telephone support for the SOM with a high degree of tact and technical knowledge and direct calls appropriately, serves as the center of communications for operations in the SOM, directing internal and external requests accordingly.
- Performs a variety of clerical duties in support of the SOM including filing; preparing purchase orders and check requests; processing out-going mail; opens, sorts date-stamps, screens and distributes department in-coming mail; and may run miscellaneous errands; provides organizational support to maintains SOM files, processes timesheets, vacation requests, and staffing transactions, etc.; edits and produces concert programs, submits ASCAP/BMI documentation.
- Provides support for faculty searches; prepares and maintains associated paperwork and arranges meetings and logistics of travel for candidates.
- Directs student workers and graduate assistants, coordinates activities, recommends discipline, hire, train, and completes performance evaluation of student workers.
- Conducts graduation checks for all undergraduate music degrees, conducts and processes course evaluations, maintains all of the student files according to the procedures of the National Association of Schools of Music.
- Maintains department confidences and safeguards operations by keeping information confidential; contributes to team effort by accomplishing related duties as needed; adheres to all safety and housekeeping policies and procedures; and performs other related duties and special projects as assigned or directed.
MINIMUM QUALIFICATIONS: Position requires a high school diploma or equivalent with two (2) to three (3) years of additional coursework in related fields such as business, secretarial or computer software/word processing and spreadsheet programs and three (3) to five (5) years of related experience in a similar position or an equivalent combination thereof. Bachelor’s degree preferred. Successful candidate will have a significant familiarity with Music and higher education. Proven ability to maintain confidentiality, set priorities, multi-task and handle deadlines, an excellent sense of professionalism and solid judgment. Considerable knowledge of secretarial skills, methods, techniques, word processing, spreadsheet, and database programs, significant knowledge of record keeping requirements and departmental operations and practices, ability to take direction and work within the structure of the SOM, possess basic knowledge of taking notes, superior internal/external customer services skills and able to work cooperatively with co-workers, supervisors, faculty and students. Successful candidate must be able to competently interact with a culturally and ethnically diverse population of students, faculty, staff, and other constituencies. Candidate must possess a valid driver's license with a good driving record. A current DMV printout is required upon offer of employment. Position may require local travel. If selected, you may request an accommodation by calling (909) 748-8040 in compliance with The Americans with Disabilities Act.
TO APPLY: Submit cover letter, resume, salary history, and the names, addresses, and telephone numbers of three (3) professional references to firstname.lastname@example.org or mail to: Human Resources, University of Redlands, PO Box 3080, Redlands CA 92373-0999.
FOR MORE INFORMATION CALL OUR JOBLINE AT 909/748-8883 OR VISIT www.redlands.edu/offices-directories/human-resources/jobs.aspx
SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN
MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY
AN EQUAL OPPORTUNITY EMPLOYER