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The Support Professional for the Music Department serves as the face of the department. This position manages the main office, supports the Program Director and faculty in a multitude of educational and clerical duties, directs phone calls and visitors to the correct faculty member, schedules appointments, and helps to assure that the office runs smoothly. This position must interact effectively in a fast paced, high traffic environment that works with students, parents, faculty and staff.
Requisition ID:
Position Number: 00001467
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level B
Benefits: Full-time
Reports to: Program Director, Music Department
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Operate an efficient office and provide high-level secretarial support to the Music Program Director, Faculty, and Staff
- Serve as first contact for administrative and instructional activities for the Music Department, while utilizing excellent judgment when dealing with sensitive and/or confidential information
- Greet and direct visitors, students, members of the College, and the public
- Respond appropriately to requests made in person or via telephone or e-mail from individuals regarding the Music Department, music classes, performances, collaborations, etc.
- Act as a liaison for students and visitors with faculty and staff including, but not limited to: posting messages in a timely manner; printing transcripts, schedules, or other documents; assisting students with class changes and referring them to the appropriate music faculty member; assisting with scheduling of students as requested, including horizons with approval
- Coordinate the process of developing, implementing and updating the Class Schedule for the Music Department
- Coordinate the process of scheduling applied lesson studios and practice room use
- Schedule all additional building use by outside and collaborative organizations
- Keep and submit accurate payroll records for all student assistants, KPO instructional staff and music office assistants, and contingent office staff
- Assist with the distribution of Faculty Information Forms (FIF) and follow up with all adjunct faculty to assure accurate signing each semester
- Assist with orientation and training of current or new adjunct faculty, staff, or student workers, especially with printers, telephone system, computers, email, keys, and parking
- Accurately update or assist with development of various departmental, public, or internal documents
- Accurately maintain communication with all collaborative organizations such as, but not limited to: Saint Cecilia Music Center, Schubert Male Chorus, and Grand Rapids Choir of Men and Boys
- Arrange for internal and external meetings, and prepare meeting materials as requested. Take effective meeting minutes, accurately transcribe, distribute and file accordingly
- Type or otherwise prepare a variety of letters, memos, forms, and reports
- Correspond with existing and potential students using Mongoose-Cadence Texting
- Assist in budget oversight of appropriate accounts
- Compile data from a variety of sources and create accurate summary reports
- Independently prepare recurring reports and take appropriate action
- Maintain accurate records, files and office activities in strict confidence
- Schedule and maintain appointments for the Music Department Program Director
- Assist faculty and students with their schedule and room concerns
- Schedule classrooms, studios, recital hall etc. for the music center during normal school hours, weekends and night use
- Input and update Music Calendar for all Events in the Music Center
- Input all Music Events in R25 Event Calendar
- Schedule rooms for applied faculty lesson
- Maintain schedules for Student Assistants in all Music Labs
- Enroll students in restricted music classes
- Assign and schedule rooms for Community Groups
- Run queries to determine prerequisite violations
- Develop all queries as required by program director
- Purchase, requisition, organize and maintain all office and classroom supplies and equipment for the Music Department
- Maintain an accurate account of all college owned instruments and instrument locker assignments
- Reconcile all college owned instruments at semester end
- Check out college owned instruments to music majors with assistance from director of bands
- Print transcripts, schedules and other student record information in preparation for appointments
- Provide secretarial support for all music faculty
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Educational Credentials
Work Experience
- A minimum of two (2) years of secretarial or administrative assisting experience required
- Strong computer skills in PeopleSoft, R25, Microsoft Office (MS Word, Excel, PowerPoint, Visio), Google drive, and other relevant software preferred
Skills
- Proficient in verbal, written, and interpersonal communication skills to work effectively with people of diverse ages, ethnic, sexual orientation and socio-economic backgrounds
- Self-motivated and resourceful, demonstrating initiative and strong problem-solving abilities
- Excellent organizational skills, ability to prioritize, and complete tasks in a timely manner
- Collegial, collaborative, and student centered
- Project a professional image, including punctuality and good attendance record
Physical Demands
- Ability to lift and move up to 25 pounds
- Ability to sit for extended periods of time
Mental Demands
- Ability to handle pressure situations in a professional manner
- Possess mature judgment
- Ability to learn and react quickly, make decision and execute them expeditiously
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Must be able to work flexible hours as needed
- Ability to work in busy office with frequent interruptions
- Ability to work in a high traffic, indoor environment