Staff Assistant Level 8 - Department of Music Send cover letter and resume to Gretchen Hoag, Business Manager ([email protected]) and apply online using requisition number 400817494 at hr.duke.edu//jobs/apply/external.php. Review of applications begins immediately; first round interviews begin April 6, 2014. Job Code 148 STAFF ASST Position Title STAFF ASST Responsibilities Assistant to Director of Undergraduate Studies • Assist DUS in administering department academic programs. • Maintain records on majors/minors, communicate with undergraduate music students about department issues, policies and changes. • Communication via phone, email and in-person with current and incoming undergraduates about Department functions, news and undergrad programs, as well as answering queries about our program. • Administer all class scheduling and classroom assignments with Registrar Office for each semester of classes in the Biddle Building. • Organize, distribute, collect and maintain files for course evaluations. Evaluations include forms from Assessment office and internal applied/ensemble evaluations for regular-rank, applied and visiting professors, and graduate students. Compile and prepare evaluation data and related statistical information for faculty APT reviews. • Prepare and distribute information to prospective students, help coordinate student campus visits, including meeting faculty and observing classes. • Assist with implementation, coordination and evaluation of the WEAVE process for all Music courses. Work with the Office of Assessment, compiling quantitative and qualitative information necessary to meet WEAVE standards for Duke Assessment and Arts & Sciences. • Coordinate booths at Majors Fair and Blue Devil Days, including scheduling faculty, preparing materials, and representing the department. • Organize annual Seniors Dinner, including mailing invitations, tracking participants, ordering food & venue details. • Organize Graduation reception and other departmental social events and concert receptions, including ordering food, coordinating catering, renting necessary equipment, reserving venues and other details. Assistant to Director of Undergraduate Performance • Assist DUP in administering department academic programs related to undergraduate performance, including applied lessons, ensemble rehearsals and other academic needs.• Prepare audition schedules, posts audition lists, communicate audition information to incoming students. • Organize, distribute and manage artistic supplements from prospective students. Coordinate with Admissions office with the online system of artistic supplements. Scheduling for Biddle Building • Responsible for direct scheduling with R25 and 25Live websites for all Biddle Building classrooms, studios, rehearsal rooms and practice rooms. • Manage, organize and track use of all Biddle spaces, which are used throughout the year for rehearsals, meetings, receptions and other uses. • Communication with patrons, faculty, staff and students about their specific reservations, building schedules and policy changes. • Responsible for locking/unlocking classroom spaces for these reservations, as well as checking out keys for studio use. Staff Assistant to Department: • Provide administrative support for Search Committee (and other committees as needed), organizing position advertising, applicant files, databases, and applicant visits to campus. • Communicate information about the department to the general public, prospective students, parents and other constituents. • Organize and maintain department equipment for use by faculty, staff and students. • Provide secretarial assistance for classes and faculty members as needed. Back-up for Department Administrative Secretary • Process corporate card charges and reimbursements through ETR. • Prepare AP check requests. • Sort and distribute incoming department mail. • Order office supplies and maintain inventory. • Issue equipment and room keys for short-term use in building. • Serve as receptionist for department, answering phone calls and in-person inquiries. • Other duties and projects as necessary. Minimum Qualifications Education Work requires a broad knowledge of clerical and accounting principles and practices normally acquired through two years of post secondary education in secretarial science or a related business field. Experience Work generally requires two years of related secretarial/clerical experience to acquire skills necessary to administer office functions related to office management, communications, and budgetary/accounting activities. OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE Skills Preferred: Excellent organization and communication skills. Proficiency in word-processing, internet, email, Excel spreadsheets and databases. Ability to adapt easily to change and diversity in day-to-day duties. Ability to follow directions and Department procedures. Ability to multi-task in high-energy department. Experience working with musicians/performers, or a background in the arts.
Posted on: Mon, 24 Mar 2014 16:38:34 +0000
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