Administrative Assistant, Music

Company Description

Augsburg University has maintained a strong academic reputation defined by excellence in the liberal arts and professional studies since 1869. A welcoming campus in the heart of Minneapolis, Augsburg offers undergraduate and graduate degrees to nearly 3,200 diverse students.

Augsburg’s mission is to educate students to be informed citizens, thoughtful stewards, critical thinkers, and responsible leaders. The Augsburg experience is supported by an engaged community that is committed to intentional diversity in its life and work. An Augsburg education is defined by excellence in the liberal arts and professional studies, guided by the faith and values of the Lutheran church, and shaped by its urban and global settings.

Augsburg invites individuals who share our mission and commitment to intentional diversity, equity, inclusion and belonging to join our community.  In particular, Augsburg invites BIPOC, LGBTQIA+, individuals with disabilities, women, veterans and those from underrepresented or marginalized backgrounds are encouraged to apply. 

Job Description

Summary of Position: Provide high level of administrative support to all music department faculty, students, and staff; including internal and external facing communications and calendars along with maintaining confidentiality while record keeping. This position is the public face of the music department, providing professional and caring customer service for visitors (prospective students and their families as well as visiting artists and instructors). The person in this role will also provide support to interdepartmental relationships and offices.

Primary Responsibilities

• Provide Administrative assistance and take lead on internal and external communications.
• Maintain internal and external facing calendars of the department chair and music department, including scheduling of large and small group meetings, juries, recitals, ensemble performances, scholarship audition days, etc.
• Collaborate with Admissions department on recruitment efforts, sharing prospective student information with relevant music faculty, arranging for individual group visits, and greeting planned and unplanned guests for support.
• Accurately maintain and track student records (undergraduate and graduate) for required reporting for the annual NASM accreditation.
• Provide accounting support, to include submitting invoices, payments for performing artists, department purchases and managing and reconciling P-card statements.
• Assist in music equipment maintenance and management, including instrument and locker storage and inventory; purchase supplies and equipment as needed.
• Produce accurate concert/recital programs and other departmental promotional material, including some maintenance of departmental webpage information and social media presence.
• Supervise student workers as needed, sign time-sheets, and oversee student worker interviewing, hiring, onboarding, and support.
• Respond timely and professionally to incoming phone calls and emails, redirecting as necessary.

Additional Responsibilities

• Provide Vespers support where needed in collaboration with the Schwartz School of the Arts Coordinator.
• Distribute, collect, and compute all scores for music scholarships in order to assist the faculty in their decision-making.
• Support faculty organizing events for outside organizations.
• Provide orientation to department and campus for new faculty, arrange keycard access, assist with phone activation, etc.
• Remaining workload available to support the Schwartz School of the Arts.
• Other duties as apparent or assigned by supervisor.

Work Environment and Physical Demands

• Typical work environment is an office.
• Regular computer and phone use.
• Sedentary work for long periods of time.
• Infrequent carrying of up to 25lbs.
• Infrequent travel. 

Qualifications

MINIMUM QUALIFICATIONS

• High School Diploma or GED equivalent; two (2) years of specialized/formal education beyond High School or equivalent
• preferred.
• Minimum of three (3) years of full-time related experience.

PREFERRED QUALIFICATIONS

• Excellent phone etiquette.
• Database maintenance experience.
• Strong organizational skills.

Knowledge, Skills, Abilities

• Excellent verbal and written communication skills.
• Knowledge of Computer Software Microsoft Office (Excel, PowerPoint, Word).
• Ability to use the computer and a copy machine.
• Ability to use both PC and Mac computers.
• Ability to work effectively and collaboratively in a diverse work environment.