Full-time non-exempt position available on or after September 1, 2017 in the Music Department.
ESSENTIAL DUTIES: Under the general direction of the Department Chair, this position is responsible for day-to-day administrative support in the music department, and performs a variety of general office secretarial functions of a responsible and moderate-to-complex nature. As a performing arts unit, the music department has regular activities that are supported by this position, including administrative support for event logistics; preparation and tracking of artist agreements, one-time payments and reimbursements; active assistance with facilities use management; coordination of publicity materials and activities; guest artist support; and more. This position also monitors and helps to manage department accounts, box office and deposits, coordination of faculty travel and reimbursement, and some support for annual outreach events like festivals and competitions. Duties include but are not limited to:
* Serve as a resource for department and public on university and department policy and procedures. Maintains essential records. Provides support as required for department meetings.
* Collect payroll vouchers, records, and warrant distribution for faculty, staff and student assistants. Maintain confidential employment records for the department.
* Maintenance and ordering of departmental equipment and supplies to support faculty and programs. Maintain database of current students and alumni.
* Work with PeopleSoft and other campus software systems to access and utilize student information, including lifting advising and probation holds, obtaining transcript and grade records for advisors and faculty, and processing and submitting forms and other paperwork.
* Assist department chair in resolving academic-related problems for students and faculty as appropriate.
* Maintain undergraduate major and minor student files to facilitate advising. Maintain curriculum file, process major and minor curriculum forms.
* Assist department chair in preparation of class schedules, and classroom and rehearsal space assignment, by monitoring timelines and entering the schedule into the university’s system; notify faculty members of individual schedules; and process class schedule changes or corrections.
* Prepare and submit faculty workload reports. Obtain semester reports and census lists of new and current students with major or minor in music.
* Monitor department accounts, including general fund, foundation, trust and course fee accounts. Oversee cash handling process in office and box office.
* Help manage department financial activities, including requests for fund transfers to sub accounts as needed, assignment of expenses to appropriate accounts, coordination and monitoring of the department’s internal IRA fund allocations, in consultation with department chair. Process travel reimbursements, purchase requisitions, direct payment, ProCard reconciliation, special consultant payments and guest lecturer payments. Provide public face of the music department.
* Provide support for event logistics; work with various kinds of contracts, agreements, sponsorships & partnerships, and similar documents and procedures; facilities use management; coordination of publicity materials and activities; and guest artist support.
* Assist in faculty recruitment process by maintaining applicant files, ensuring that required processes and procedures are followed, and organizing on-site candidate visits.
* Assign duties, train, lead and coordinate the work of student assistants.
* Responsible for preparation and submission of annual Higher Education Arts Data Services (HEADS) report, active tracking of room use and reservations, and other duties assigned.
SPECIALIZED KNOWLEDGE, SKILLS, AND ABILITIES:
* Experience to be fully functional in all technical aspects of work assignments.
* Comprehensive and detailed knowledge of the university infrastructure, policies and procedures.
* Thorough mastery of English grammar, punctuation and spelling.
* Thorough knowledge of office systems and expertise in using office software packages, technology and systems. May function as the office information technology specialist. Ability to use and quickly learn new office support technology systems and software packages is a prerequisite.
* Ability to independently handle multiple work unit priorities and projects.
* Ability to apply policies and procedures independently, and use judgment and discretion to act when precedents or specific guidelines do not exist.
* Working knowledge of budget policies and procedures.
* Ability to analyze operations and procedural problems and develop, recommend and evaluate proposed solutions.
* Ability to perform standard business math, track financial data, and make simple projections.
* Ability to draft and compose correspondence and standard reports.
* Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations.
For questions, please contact: Ms. Lori Phillips (209) 664-6807
* Several years of related office work experience.
* Completion of a high school program, technical/vocational program, or their equivalents.
* Demonstrated skills and expertise in providing administrative support to committees (preparing agendas, taking minutes, tracking action items) highly desirable.
* Demonstrated experience managing shared calendars (e.g., Outlook) and/or schedules highly desirable.
* Knowledge of and experience with campus portals and online service vendors (e.g., PeopleSoft, Concur) is a plus.
* Some background in music or the performing arts is helpful but not required.
SALARY RANGE: $2,846 - $4,711 per month plus excellent paid benefits. The California State University offers a premium benefit package that includes, but is not limited to, outstanding vacation, health, dental, and vision plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 14 paid holidays a year.
How to Apply