What are the responsibilities and job description for the Administrative Assistant - Music Department position at Oral Roberts University?
ABOUT US
Oral Roberts University is a Christian university located in Tulsa, Oklahoma. As a globally recognized, Holy Spirit-empowered university, we develop whole leaders for the whole world through a unique Whole Person education. Our staff and faculty actually make a difference in the lives of our students. We pride ourselves on our culture and the values we uphold. Our team is passionate about what we do, and we want you to make us even better!
JOB DESCRIPTION
- FULL TIME
Location: Tulsa, OK
Responsible for general administrative management of the Music office and assisting the Director and Assistant Director of Music.
RESPONSIBILITIES
- Prepares various reports for the Directors and schedules department meetings and takes minutes.
- Maintains financial records for all department funds and budget.
- Processes talent award/scholarship letters and contracts and coordinates with Financial Aid and the grant department.
- Serves as a liaison between the WMPA School and other departments
- Serves as the email contact for the Music department and provides answers to inquiries and consults with others for information when needed.
- Answers telephone, replies to voicemail, and manage the office flow of work and deadlines.
- Schedules music classes for incoming students and assists upper division students with course enrollment.
- Helps to arrange contact between students and instructors.
- Maintains semester courses and coordinates with the Registrar's Office.
- Maintains all department recruitment materials and audition materials. Works with Admissions to schedule tours and department visits and appointments made with prospective students.
- Coordinates details for special events, recitals, and concerts. Works with Directors to facilitate scheduling. Processes photography requests, and scheduling of equipment.
- Create files for applicants for faculty positions and independent contractors; assist in arranging interviews for new instructors.
- Maintains upkeep of forms and notifies when other supplies are needed. Updates and monitors form submissions of online forms.
- Assists in preparation of Faculty Load reports, Faculty Sharing reports, Budget reports, faculty teaching assignments, NASM annual report, and departmental annual report.
REQUIREMENTS
EDUCATION:
Requires a H.S. diploma or G.E.D.
EXPERIENCE/ SKILLS/ABILITIES:
- Requires 2 years secretarial OR 4 years clerical experience.
- Must be computer literate to include proficiency with MS Word, Excel, and Outlook.
- Must be able to learn and effectively use the departmental calendar and various applications used for purchasing, scheduling, student registration, and report generation.
- Proficient reading, mathematical, organizational, verbal, and writing skills required. Attention to details and interpersonal skills are necessary. Ability to prioritize and multitask in a fast-paced office. Requires the ability to effectively work with staff, administration, students, and parents from varying cultural backgrounds.
- Must be able to maintain a professional demeanor while working in a fast-paced work environment with constant phone interruptions.
- Because this is a fine arts area involving close work with music performers and teachers, familiarity with traditional music styles is beneficial.
- Must maintain a high level of confidentiality of information.
Equal Employment Opportunity:
Oral Roberts University promotes equal employment opportunities for all individuals regardless of differences in race, color, religion, sex, national origin, age, disability, or veteran status.
