Administrative Secretary

Salary/Position Classification

• $38,000+ Annual, Dependent on Experience, Non-Exempt (Eligible for overtime)
• 40 hours per week, requiring some evening and weekends for attendance at sporting events. 
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

Purpose of Position

Support the Administrative Officer by managing daily operations within the Department of Music, with a primary focus on providing comprehensive administrative and logistical support to the Pride of the North Marching Band. This position serves as the key operational coordinator for the Pride, requiring flexibility in work hours, including evenings and weekends, to accommodate rehearsals, events, and travel with the band. Attendance is mandatory at all home football games, with additional presence required at select hockey, volleyball, and basketball games. The role also involves coordinating Pride trips, overseeing game day logistics, and ensuring seamless communication and support for Pride members throughout the season.

Duties & Responsibilities

Pride of the North Support: 

• Serve as the primary administrative liaison for the Pride of the North, managing internal communication through the Pride app and maintaining the member database. 
• Coordinate all logistics for Pride camp, including housing, dining, and daily activities in partnership with UND Housing and Dining Services. 
• Oversee the distribution of uniforms, instruments, lights, gloves, and other equipment to Pride members. 
• Collaborate with Academic Advisors to track incoming students interested in joining the Pride and assist with the recruitment process. 
• Assist with the planning and coordination of all Pride events, including game day operations for home football, hockey, volleyball, and basketball games. Attendance at all home football games is mandatory, with additional game/event attendance as required. 
• Serve as operations manager for Band Day, coordinating with UND Admissions, high schools, Alerus Center, and Athletics. Handle marketing, student registration, and music distribution for participating schools. 
• Assist the Band Director and Administrative Officer in planning and executing Pride trips, including creating travel documentation, coordinating accommodations, and supervising trips as needed. 
• Track scholarship eligibility for Pride members based on participation and game attendance. 
• Organize and execute the annual Pride banquet, managing venue selection, catering, awards, and entertainment. Non-standard hours required. 
• Maintain inventory of music, uniforms, and equipment, ensuring accurate records for distribution and collection. 
• Serve as the point of contact for coordinating Pride member rosters for various venues, including the Ralph Engelstad Arena for hockey games. 
• Develop and distribute marketing materials to high schools to promote Band Day and other Pride recruitment events. - (Essential)

Office Administration: 

• Serve as the first point of contact for the Department of Music. 
• Manage department databases, correspondence, and office supplies. 
• Coordinate project requests, work orders, and classroom schedules. 
• Support hiring and supervision of student employees. 
• Assist with donor communications, student awards, and mass mailings. 

Student Recruitment & Academic Support: 

• Collect registrations for Honor Band, Choir, and Strings. 
• Schedule scholarship auditions and communicate with auditionees. 
• Assist with recruitment activities in collaboration with appropriate campus entities. 

Asset Management: 

• Maintain department inventory and coordinate distribution of equipment. 
• Track and manage keys for faculty, staff, and students. 
• Oversee maintenance of department technology, including computers and mobile devices. 

Required Competencies

• Strong verbal and written communication skills.
• Exhibit work habits reflecting reliability, organizational skills and a high degree of
  accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining
  professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.
• Demonstrated leadership skills.

Minimum Requirements

• High School Diploma or GED
• Two years of related administrative or operational work experience OR marching band member experience
• Experience with Microsoft Office (Excel, Word, and Outlook)
• Su