Assistant to Director - School of Music

Assistant to the Director - School of Music

College of Fine & Applied Arts

Assistant to the Director will provide administrative support to the Director of the School of Music. The primary duties are to manage the Director's time and commitments; organize and track School projects; develop, maintain, and manage the School's master deadline calendar; manage School procedures as they relate to implementation of campus, college, and school policies, and implement activities as appropriate to support the overall mission of the School.

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• Coordinate Travel for Director, Associate Director and School of Music guests including search candidates
• Gather data on required trip, which includes obtaining travel date, destination, purpose of trip, funding source, accommodations and travel needs, as well as conference meal plans (if appropriate)
• Purchase airline tickets, reserve rental cars and hotel accommodations
• Make restaurant reservations and arrange for catering as needed for guests including search candidates, student groups, and committees
• Communicate with visitors including search candidates concerning travel plans including arranging reserved parking and providing hang tags
• Compile itineraries for visitors including search candidates; coordinate with search committees as needed; distribute candidate’s CVs and itineraries to faculty as needed
• Update electronic calendar with flight and meeting information
• Request travel approval from the Office of the Dean of Fine and Applied Arts as needed
• Manage P-card and/or T-card transactions, I-Buy orders, and Emburse reimbursements related to School business
• Distribute travel information, agendas, meeting schedule, and CVs to all involved in the visit, including candidate
• Serve as Campus Charitable Fund Drive (CCFD) liaison

• Correspond with all who request meetings with the Director to determine appropriateness of meeting and common times available
• Schedule regular Faculty-Staff meetings; meetings of standing and elected committees such as the Executive Committee and Promotion and Tenure Committee; and other designated groups such as Area Chairs
• Manage schedules for shared meeting spaces (room 2020, 2334, Director’s Suite conference room)
• Contact faculty, staff, administrators within the School of Music and across campus with meeting requests from the Director
• Update Director’s calendar with pertinent information concerning meetings
• Prioritize meetings and rearrange schedule if needed to allow for important/critical meetings that may arise
• Send meeting invitations to all calendars involved with meetings with the Director

• Respond to requests from faculty and staff for information related to committee service and elections
• Manage elections for college and unit committees including EC, P&T, and Area Chairs; coordinate scheduling with College
• Maintain the School of Music Bylaws including updates, edits, and revisions, and upload to Canvas
• Review office files, Provost Communications, and other campus information as needed to obtain information requested

• Communicate with faculty sending deadline reminders, preparing and distributing important materials, deadlines, and other instructions
• Serve as a liaison to the College
• Convert materials to various formats including Word documents to PDFs; scanning original materials to PDFs
• Upload materials for internal and external reviewers and committees via secured websites such as Box and Interfolio
• Download DMI and ICES reports for dossiers

• Answer general inquiries via email, calls, and walk-ins from students, faculty, staff, alums, and community members
• Manage and maintain administrative and general School of Music files
• Develop and maintain annual deadline calendar for the School of Music to ensure no deadlines are overlooked
• Maintain School of Music Organizational Chart
• Maintain and distribute Faculty Handbook annually
• Attend School of Music meetings as appropriate
• Assist Human Resources as needed, including,…