Music Department Assistant
About the Unit
The Department of Music offers graduate degrees in Composition, Ethnomusicology, and Music History/Theory. It is recognized as one of the premier music departments in the world for composition and the academic study of music. Additionally, the Department hosts a thriving performance program encompassing four choirs, two orchestras, two jazz ensembles, a Middle East music ensemble, an early music ensemble, a wind ensemble, a South Asian vocal ensemble as well as programs in chamber music, piano and voice. The Department puts on numerous concerts, master classes, and performance residencies as well as a lecture series throughout the year and has recently launched the Chicago Center for Contemporary Composition (CCCC). The Department also has in residence several professional ensembles, which contribute variously to undergraduate and graduate student life and study.
Reporting to the Academic Affairs and Operations Manager, the Department Assistant coordinates the day-to-day operations of the front office of the Department of Music. This includes supporting the Department Chair with the faculty hiring and promotion processes including making travel arrangements; training faculty on common office technology matters; executing events and all logistics, ensuring timely flow of publicity materials, coordinating office supplies, maintaining office machines and flow, processing expenses, identifying facilities improvements and other clerical support; and directing activity of student workers. The DA is the primary point of contact for the Department.
- 25% Faculty Support: schedule faculty meetings, preparing and organizing materials; serve as a delegate for submitting faculty expense reports; help orient new faculty to the department, division, and University and assist with their arrival; assist with scheduling faculty meetings and lunches; support the Chair with clerical work
- 30% Event Planning and Support: organize travel arrangements, catering, and itinerary planning for faculty-led and department-wide events according to a budget; direct the work of student employees as needed, including the afterhours first floor monitors (student workers); reconcile event budgets; schedule rooms for events and workshops on an infrequent basis
- 30% Office Management: support Academic Affairs & Operations Manager through processing expense reconciliations, payments, and reimbursements as directed; orient end-users to basic office machines, order office supplies; sort departmental mail and arrange shipments; request building maintenance and other repairs; maintain up-to-date department directories; make deliveries throughout campus; serve as receptionist for office suite
- 15% Public Outreach: answer the department’s public-facing phone line, fielding a large volume of calls about concerts/programming and referring queries to other staff/faculty/chair as appropriate; work with chair and supervisor to ensure the professional appearance of public-facing spaces (according to an annual furniture budget)
- Basic understanding of the intellectual configuration for the different scholarly sub-disciplines represented in the department and throughout the Division
- Compose original communications in English that are accurate, concise, and which exemplify the professional discourse of the Division and Department and contribute to their reputation
- Edit and proofread documents in English at a high level
- Proficiency with Microsoft Word, Excel, Outlook, and a capacity to learn new database/reporting software
- Edit, convert, and manipulate Adobe Acrobat documents
- Track and manage finances using appropriate software and keep records current
- Basic business arithmetic proficiency
- Work with graphic design programs to edit or proofread various types of communications pieces
- Develop cost-effective catering menus and travel arrangements
- Recognize factors that influence the particular project at hand
- Solve problems effectively
- Meet deadlines and complete work on time
- Attention to detail and ability to be accurate
- Keep tasks and documentation organized
- Work autonomously while also taking direction
- Take direction from faculty supervisors
- Set and adjust to changing priorities
- Maintain confidentiality
- Learn new methods to improve the position and to incorporate them effectively into the job
- Be of service within a team environment
- Interact with others in a positive and supportive manner
- Exceptional professional phone etiquette
- Work a very infrequent evening or weekend
Education, Experience, and Certifications:
- High School degree required, Bachelor’s degree preferred
- Manage projects made up of several component pieces or something similar
- Edit and proofread material written by self or by others
- Work with MS Word, Excel, relational databases, Adobe Acrobat, standard e-mail, and Internet applications
- Work in office administration strongly preferred
- Work in higher education support services, particularly in a degree-granting unit, preferred
- Experience booking travel preferred
- Experience organizing events preferred
- Field inquiries from the general public preferred
Technical Knowledge or Skills:
- Familiarity with the field of Music
- Knowledge of Mac computers, Photoshop, Adobe Acrobat, multi-function printers, Microsoft Office, Cloud storage formats, and Google Docs
- Letter of Interest in this Position
- References Contact Information
- A response to the following: Describe your planning process for a formal, professional event for 50-100 people; if you have planned events in the past, please draw on your experiences
NOTE: When applying, all Required Documents MUST be uploaded under the Resume/CV section of the application.
Pay Range $18.52 - $27.12.
Please refer to Additional Requirements to see the pay ranges
Scheduled Weekly Hours
024- Local 743, I.B.T. Clerical
Job is Exempt?
Drug Test Required?
Does this position require incumbent to operate a vehicle on the job?
Health Screen Required?
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Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
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