Government Jobs is hiring: Senior Administrative Assistant, Music in Florence

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

Responsibilities

• 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.

Education and Experience

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

Licenses, Certifications, or Registrations

• None

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.

How to Apply

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 at una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.