Senior Administrative Assistant, Music

Administrative Assistant

This position is responsible for a wide range of administrative/clerical/secretarial duties for the department of music.

Essential Job Duties:

• Provide faculty, staff, students and the general public with responses to requests for information and/or in answering questions;
• Operate, manage, and maintain the critical systems of the department office;
• Keep accurate and accessible files, records, reports, documents, and information;
• Organize and maintain records of music auditions for incoming students and academic files for all students;
• Maintain an inventory and systematic monitoring of supplies and equipment and complete purchases for the department;
• Serve as the principal resource officer to aid the department chair in anticipating the needs of faculty and students;
• Act decisively and proactively to provide for those needs in a timely fashion;
• Serve as the department's principal source for immediate problem-solving;
• Play an active role in the recruitment and vetting of adjunct faculty;
• Build and maintain a knowledgebase concerning systems, policies, processes, procedures, and personnel (e.g. The building, degree programs, music student handbook, university student handbook, course schedule, ensemble rehearsal schedule);
• Maintain full responsibility for all office projects and procedures, using student workers in limited and appropriate roles of support staff;
• Create and maintain spreadsheets;
• Keep records on graduates for periodic follow-up studies;
• Hire, train, and supervise work study students;
• Enter student permits, maintain accurate registration records, and assign academic advisors;
• Arrange textbook orders by distributing/receiving completed textbook orders from the faculty and order desk copies;
• Record catalog changes for publication;
• Generate faculty and budget-related forms and reports;
• Edit and print student programs;
• Use and maintain the departmental website and other light media;
• Perform all other duties as assigned.

Additional Duties:

• Facilitate event scheduling, maintain the departmental event calendar, and maintain the general building schedule;
• Process paperwork for the hiring of faculty and staff;
• Support the department chair and assistant chair as needed.

Minimum Qualifications:

• High school diploma/equivalent, required;
• Some college education/completion of a bachelor's degree, preferred;
• Two years of related experience, required.

Knowledge, Skills, and Abilities:

• Knowledge and proficiency in current technology (Microsoft Office, Adobe, etc.);
• Knowledge of admissions and student financial aid processes, policies, and procedures;
• Knowledge of processes, policies, and procedures of the University;
• Ability to work independently and as part of a team;
• Ability to multi-task and work at times under pressure;
• Ability to maintain confidentiality;
• Ability to interact effectively with students, faculty, staff, administrators, parents, visitors, and the general public.

Special Instructions to Applicants:

Applicants must upload a cover letter and resume at the time of application, as well as provide contact information for at least three professional references. For questions, please email employment@una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.

UNA is an equal opportunity employer. We seek a wide range of applicants for our positions so that our core values will be affirmed.