Administrative Assistant II-MUSIC

Position Overview:

Provide secretarial and administrative support for one or several department professionals or offices. Responsible for the functioning of an office or department. Initiates and handles correspondence relating to a department or program. Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information; opens, sorts, distributes, collects, and delivers mail; performs a number of tasks such as posting and recording data. Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations. May make contacts of a sensitive, complex, and confidential nature. Responsible for providing various services to customers such as assisting customers in securing needed information and documents. Responsible for room scheduling; venue booking; managing calendars and appointments; event and meeting planning. 30 hours per week (Mon-Fri, to be determined).

Department Specific Essential Job Functions:

• Provide administrative support for one or several department professionals or offices.
• Responsible for the functioning of an office or department.
• Initiates and handles correspondence relating to a department or program.
• Performs a variety of sorting and filing tasks; answers the phone, takes messages, and disseminates information.
• Opens, sorts, distributes, collects, and delivers mail.
• Performs a number of tasks such as posting and recording data.
• Produce documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create presentations.
• May make contacts of a sensitive, complex, and confidential nature.
• Responsible for providing various services to customers such as assisting customers in securing needed information and documents.
• Manages SOM Master Calendar
• Plans Events and Meetings.
• Schedules Music Building Rooms.
• Venue booking (Music Building, Radke Fine Arts Theatre, Recital Hall, etc.)
• Organize equipment moves for School of Music events.
• Maintains Rental Contracts for Radke, MUS 101, or any other area that we might rent out.
• Maintain instrument inventory list for insurance.
• Check out and return instruments for students.
• Track maintenance of instruments owned by the UCO School of Music
• Collect syllabi, CVs, and door schedules from School of Music faculty and file/post/rename as needed.
• Maintain departmental student records.
• Supervises and schedules student workers and stagehands.
• Do paperwork and contracts for student workers and musicians.
• Building Captain.
• Performs other duties as assigned by supervisor.
• Assists with concerts and events for the School of Music as needed.
• Administer Central Community Music School (additional stipend for this work)

Experience Required:

Requires general education or vocational training and 3+ years relevant experience in chosen field or equivalent combination of education and experience.

Experience Preferred:

Previous experience as a receptionist, event or project coordinator.

Knowledge/Skills/Abilities:

The successful candidate will be:

• A team player with good interpersonal skills (complaints and requests from faculty, performers, and students must be met with good humor, patience, civility and understanding).
• Someone who can be productive working either independently or as an assistant.
• Open to learning new skills.
• Someone with a good work ethic.
• Someone who is trustworthy, responsible, and reliable.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.