Duke Chapel Music Staff Specialist

Occupational Summary:

The Chapel Music Staff Specialist performs administrative and secretarial duties of a complex and confidential nature in support of Chapel Music and its affiliate organization, the Royal School of Church Music/America (RSCMA).  This position will be the first point of contact for many of the constituencies we serve and will assist with clerical and administrative responsibilities to maintain efficiency and accuracy in office operations.  The position requires an organized, accurate, and customer-friendly approach to all tasks and reports to the Director of Chapel Music.  RSCMA activities are managed in collaboration with the President of RSCMA.  

 

Work Performed for both Chapel Music and RSCMA: 

(30%) Provide front-facing communications on behalf of Duke Chapel Music and RSCMA,

including but not limited to: answering phones; greeting office suite visitors; serving as point of contact for mail collection and distribution; monitoring social media accounts, posting content, and updating associated webpages as needed.  Maintain central office including copier maintenance, ordering supplies, etc. Liaise with program coordinator for Chapel Music and Chapel Communications team and other staff members on marketing, PR, and special projects as necessary.

 

Duties specific to Chapel Music:

(15%) Document Production Produce worship guides and concert programs (Evensong, organ and carillon recitals, Bach cantatas, etc.) using departmental templates. Engrave (type-set) hymns and liturgical music to be included in worship guides and programs.

(15%) Choral Library In consultation with the Director of Chapel Music, and with the assistance of the Chapel’s organ scholar and volunteer librarians, oversee cataloguing, procurement, usage, and database management for the Chapel Music choral and instrumental music library.

(5%) Other duties as assigned by Director of Chapel Music

Duties specific to RSCMA

(15%) Membership Processing Execute all aspects of monthly membership sales and monitor automatic renewals: Actively maintain membership database, ensuring data is correct and updating records to reflect monthly membership cycle; Compose and send renewal emails; Process online and hard copy renewals; Communicate membership changes and lapsed memberships to the head RSCM office in the UK; Compose and send membership confirmation letters; Process and mail Voice for Life medal and ribbon orders, and certificates.

 (15%) Meetings and Event Assistance Work with the RSCMA Summer Course planning team to manage virtual course registration and communications, assist with in person events; schedule, and attend quarterly Board meetings, including drafting agenda as directed by RSCM President and assist RSCM Secretary with taking meeting minutes as needed.

(5%) Other duties as assigned by RSCM President

 

 

Required Qualifications at this Level

Education/Training:

Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post-secondary education in secretarial science or a related business field.

Experience:

Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Skills:

• Demonstrated competence in InDesign or similar software, Microsoft Office Suite
• Experience in Finale, Dorico, and/or Sibelius, Squarespace, Constant Contact preferred
• Ability to read music strongly preferred

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

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