ACADEMIC ASSISTANT, MUSIC DEPARTMENT
JOB POSTING #900

Starting Salary: $15.85 (Minimum)
Closing Date: Until Filled

How to Apply

Under the supervision of the Program Administrator, provide assistance to the department Chair and faculty to develop department programs. Understand the institutional programs and procedures for CGU and assure the implementation of CGU policies and procedures at the department level. Act as liaison and initial contact person for the Department to other University offices and CGU administrative staff, to assure that the department programs and students’ needs are well represented at the University level.

ESSENTIAL FUNCTIONS:

  • Bring to the attention of the Chair and to the department faculty matters pertaining to the program and/or to the University. Perform administrative functions for the program, including office support, hire and supervise work study student assistants, and attend department meetings. Attend Arts & Humanities support staff meetings.
  • Work with the department Chair in tracking student progress and monitor student performance as it pertains to satisfactory academic progress. Assist in the development of special programs as needed by department faculty and arts & humanities administration.
  • Monitor budget information provided by budget supervisor and, when needed, offer observations or recommendations to the Chair about department expenditures. Process all payments for materials and services for approval by the budget supervisor. Work with budget supervisor and department chair to stay within the department’s budget allocation as projected by the dean.
  • Cooperate with other CGU department staff (or staff at the other Claremont colleges) to serve the needs of students, alumni, faculty and administration, as well as the policies and procedures of CGU. Maintain and nurture relationships with sister departments at other universities for the purpose of benefiting joint programs, student assistantships, and alumni relations.
  • Work with the school’s recruiter on recruitment efforts by responding to all inquiries, coordinating Open House for admitted students, new student orientation, and preparing application files for review by the Chair and department faculty. In consultation with the department Chair, arrange all auditions and schedule campus visits.

Under the supervision of the Program Administrator of the School of Arts and Humanities, assist the Chair in the following areas:

  • Work closely with the music department chair and music faculty at CGU and across the Claremont Colleges to coordinate all concerts, recitals, and any other performances scheduled during the fall and spring semesters. This includes but is not limited to: collecting program information, scheduling the use of performance venues on- and/or off-campus, scheduling piano tuning/moving, formatting and printing programs and other related material for all performances, attending concerts to distribute programs (this may include some Saturday performances), and coordinate scheduling of all concerts with video technician and stage manager. Supply concert schedules to the Marketing office for publicity on all Claremont Colleges calendars, including hard copy college calendar and web calendar. Responsible for the printing and posting of the Concert Series Calendar and recital schedule, and other CGU related concert information.
  • Track degree recital performances and attendance in PeopleSoft.
  • Organize student admission files and financial aid information for the department chair and enter fellowship information in PeopleSoft as directed. Prepare and maintain student files.
  • Schedule visits of potential students so they can meet faculty and department staff. When possible, assign student assistants as tour guides for potential students to assure a pleasant and positive experience. Organize and send registration and program information to prospective students and/or contact prospective students by electronic mail. Make extensive notes regarding contact with prospects.
  • Compile course information, distribute to students, and assist new students with registration. Send information to continuing students about the registration process via the CGU student portal. Collect course syllabi and distribute appropriately.
  • Distribute grade rosters to all faculty members and submit to the registrar’s office by due date.
  • Master necessary computer software, including PeopleSoft (for tracking student progress), financial software, MS Word, MS Excel, MS Publisher, Outlook, and train department student assistants in the use of these programs when appropriate.
  • Record information about adjunct faculty, and organize information such as adjunct salaries and teaching responsibilities. Prepare adjuncts contracts. Coordinate this information with the Administrative Director of the School of Arts and Humanities.
  • Advise the Chair as to University accounting policies and procedures having to do with department operating expenses.
  • Monitor and maintain information for department to keep students and faculty up to date on department programs. Post relevant information on bulletin boards or make information available to faculty and students by displaying this information in assigned locations. Submit webpage updates when appropriate or directed.
  • Report to the Program Administrator when there are equipment repairs or building repairs of a serious nature for which maintenance is needed. If directed to, report those needed repairs to the appropriate campus office or schedule special equipment to be repaired by outside experts.
  • Coordinate all departmental expenses and assure that the budget supervisor and department Chair are kept aware of all purchases, particularly large purchases. At the direction of the Chair or supervisor, complete purchase requisitions and purchase orders and keep a record of such purchases; organize invoices from vendors and see that approved invoices are paid in a timely fashion. Order and organize office equipment and supplies and keep an inventory of supplies.
  • Schedule department meetings and meetings with faculty and students and keep faculty calendars and a department calendar. Keep extensive notes of department meetings (as required), and distribute notes to members of the department when needed.
  • Coordinate, compile, and draft all examinations, schedule defenses, proctor research tool exams (language) for the MA and doctoral programs. Distribute schedules for degree exams, etc., to participating committee members.
  • Update student handbook annually. Make available information about department programs to students and/or potential students. Advise students about the financial aid process at CGU. In the absence of the Chair, advise students about requirements for completing degree program(s).
  • Assist the department chair and members of the department with miscellaneous correspondence. Organize faculty publication files, C.V.s, syllabi, and other relevant materials.
    Collect, collate, compile and compute student course evaluations each semester. Once processed, distribute to respective faculty member and School Dean. Archive course evaluations in a secure location as directed.
  • Manage the individual needs of faculty members and assign specific tasks to student assistants such as making travel plans, purchasing instructional materials, and researching the Internet. Order textbooks and desk copies for faculty when needed.
  • Coordinate special visitors to the department such as speakers or visiting scholars, and help host their visit while they are on campus. Help invited guests with accommodations and travel when needed.
  • Hire, train and supervise work study student assistants in clerical tasks such as data entry, updating mailing lists, coordinating meeting times and scheduling appointments, ordering supplies, designing flyers and other department publicity, and coordinating small special projects.
  • Complete necessary student payroll forms on time to ensure students are receiving compensation.
  • Interact with other department secretaries in the Arts and Humanities and, when directed by the Program Administrator or Administrative Director, assist when needed in the training of other department secretaries.
  • Answer phones and greet students and visitors to the department. Record messages for the department chair and other faculty, and follow up on messages whenever it is necessary. Distribute mail to students and faculty. Maintain student directory and alumni information.
  • Building oversight will include unlocking and locking classroom, practice room, and office doors during regular business hours and activating the classroom alarm while not in use. With the assistance of work study students, maintain humidifier to keep instruments protected.
  • Keep a master calendar for the use of the Music classroom and practice rooms. Maintain a system for room reservations and distribute information to students about procedures for using the facilities and monitor compliance of procedures. Post weekly schedule on bulletin board or as requested by department Chair.
  • Assist Arts and Humanities support staff with the coordination of special events when this does not interfere with the fulfillment of the primary responsibilities, which are to the Music Department.
  • Accept other duties as assigned and approved by the Program Administrator or Administrative Director for the School of Arts and Humanities.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

  1. Knowledge of Microsoft Word for Windows and Excel, ability to learn additional programs, including MS Publisher, Workday financial software, and the PeopleSoft student database.
  2. Ability to learn basic web-page design and production.
  3. Ability to travel from time to time and have reliable transportation.
  4. Excellent oral and written communication and customer relations skills.
  5. Ability to work effectively with a diverse group of faculty, staff, and graduate students.
  6. Ability to work with moderate supervision and exercise good independent judgment and discretion.
  7. Excellent organizational skills in a multi-task environment.
  8. Understanding of academic programs and process.
  9. Basic bookkeeping, budgeting, record keeping skills.
  10. Professional demeanor and dress, communication style, and outgoing, confident professional image.

QUALIFICATIONS:
A minimum of two years’ college-level education, training, or instruction (such as community college, trade school or extension programs), or any combination of education, training, or experience that provides the required knowledge, skills, and ability. Three to five years of general office experience showing increasing levels of responsibility. Preference will be given to applicants with extensive administrative experience and knowledge of classical music. Some evening and/or weekend hours may be required for special events and performances.