Administrative Assistant to the Music Department and Global Languages Department

Job Description

The Shaheen College of Arts and Sciences at the University of Indianapolis welcomes applications for an Administrative Assistant to the Music Department and Global Languages Department. This is a 10-month, full-time, 37.5 hours per week, non-exempt position.

The Administrative Assistant serves as the first point of contact for students, faculty, staff, and visitors. The Administrative Assistant will manage the Global Languages department’s office payroll and budget management, recruitment initiatives, and website/social media administration while providing general administrative duties.

The Administrative Assistant will also manage audition requests, audition days, and other on-site recruitment activities for the Music Department. Additional duties may include, collecting information and preparing programs for concerts, maintaining student files, and organizing end-of-semester music exams.

Company Description

Thank you for your interest in the University of Indianapolis! The University is a private, liberal arts university located on 65 acres just minutes from downtown Indianapolis. With more than 700 faculty and staff, it is a place where you can become part of a close-knit campus community that emphasizes the importance of community partnerships in the future growth of the University.

UIndy’s mission is to prepare its graduates for effective, responsible, and articulate membership in the complex societies in which they live and serve and for excellence and leadership in their personal and professional lives. The motto of "Education for Service" provides the foundation for our work to better our communities, both near and far.

As University employees, we know the work we do is important to our students and our communities. To accomplish our mission, we welcome talented, civic-minded, and diverse individuals from all career levels to help maintain our high standards of excellence and quality. If you want to join our dynamic environment and experience hard work, creativity, and teamwork, we welcome your application!

The University of Indianapolis is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status, marital status, sexual orientation, gender identity, or gender expression. The University of Indianapolis does not discriminate on the basis of sex in its educational programs and activities, including employment and admission as required by Title IX.

Benefits

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Life Insurance
• Tuition Discount
• Retirement Savings Plan - 403B
• Paid Vacation and Sick Time Accruals
• Paid Holiday time and additional University days off
• Employee Discounts & Services
• Free Parking
• Onsite Health & Wellness Center

For more information about the benefits of being a staff member at UIndy, visit our Benefits site.

Responsibilities- Administrative Assistant to the Music Department and Global Languages Department

• Manages adjunct and student payroll, records and monitors expenses, manages pay and reimbursement requests, and reconciles credit card reports for all credit card holders
• Schedules and manages audition days, organize shadow days for potential students, and connects potential students to faculty within their area of interest
• Supports faculty, staff, adjuncts, department chair, and multiple production teams
• Greets the public, faculty, staff, and students in person, via phone, and email
• Maintains department website and social media accounts
• Maintains confidentiality
• Monitors competing deadlines, including curriculum, registrar, and finance.
• Collects information and prepares music programs
• Trains and manages student office workers

Qualifications - Administrative Assistant to the Music Department and Global Languages Department

• High school diploma or GED required
• Minimum of two years of experience as an administrative assistant or similar position required
• Attention to detail with a high degree of discretion in dealing with confidential information or difficult communications
• Experience with at least a subset of the following is helpful: databases, Google apps, ordering, inventory, and budget management
• Ability to create and maintain large and complex MS Excel spreadsheets and MS Word documents are required
• Ability to manage multiple shifting priorities while still meeting deadlines