Administrative & Audition Coordinator for Music

Moravian University • Bethlehem, PA • 6h ago

SUPERVISION RECEIVED: Works under the direction Chair, Music Department [or designee].

SUPERVISION EXERCISED: Student volunteers that help out with audition days, usually 2-5 students per audition day for the 4 weekend days that we hold yearly

POSITION SUMMARY: The Administrative & Audition Coordinator for the Music Department provides secretarial and clerical assistance to the departmental faculty and students to aid them with their teaching, research, and learning responsibilities. While this position supports mostly the academic functions of the department, assistance is also provided for the administrative functions. This position is full-time, on-site, ten months a year with two months off in the summer.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Duplicate department assessments, class schedules and syllabi.

Collect syllabi electronically from faculty and adjuncts each semester for all lessons, practica and small ensembles.

Prepare, distribute and collect sophomore assessment information.

Schedule meetings for Chair and other faculty.

Generate form letters to standard inquiries.

Distribute reports: NASM.

Prepare copies and any required information for NASM to be sent per their specifications to maintain accreditation.

Prepare annual faculty evaluations. Prepare, collect, copy and file all faculty and adjunct evaluations for classes, practica, small ensembles and lessons. All hard copy evaluations are then put into a spreadsheet for anonymity.

File student transcripts and maintain music major and the music minor files.

Keep accurate email contact lists for music majors, minors and faculty.

Calculate Music and Performance GPA's for scholarships, student teaching eligibility and sorority or fraternity eligibility.

Attend weekly staff and faculty meetings; as well as one adjunct meeting per semester. Record and distribute minutes of faculty and adjunct meetings.

Coordinate with Admissions to schedule music interviews and/or auditions for prospective students and process appropriate correspondence. Meet and give tours to prospective students and families as needed. Arrange "shadow" days and lessons for prospective students.

Organize audition weekend for prospective students by scheduling audition times; collecting and copying music, audition forms, and arrange for accompanying. Prepare testing materials.

Select and train students as Student Ambassadors to help with audition weekends. Oversee student volunteers.

The Audition Coordinator is responsible for the schedule and Student Ambassadors, ensuring that the day runs smoothly and on time, dealing with any issues that arise.

Arrange Morning Star auditions and handle correspondence for the successful audition-winner's Christmas Vespers rehearsals and services.

Prepare jury schedule each semester. Prepare repertoire sheets and distribute, collect, copy and file this information, and calculate final jury scores.

Process mailings.

Provide clerical support for faculty searches (correspondence, files, interview schedules).

Compile and input all handbook revisions from faculty and arrange for duplication of departmental handbook.

Provide assistance when the Institute Coordinator is absent. Prepare classroom schedule every semester and post on bulletin boards on each floor. Update all student ensemble records. Prepare necessary information for student scholarships, awards, prizes, and adjunct prizes. Order and keep track of Music Department T-shirt inventory to be presented to incoming students.

Provide a count of students required to attend NYC Fall trip, collect payment from students, and compile a trip roster to be provided to chaperones and trip information sheets to be sent out to trip attendees.

Prepare two Concert Petition forms at the beginning of each semester, one for students and the other for faculty from the department Performance schedule.

Send a listing of the department's Performances Classes to the President's Assistant each semester.

Arrange for student musicians for various college (usually Development & Admissions) and private events.

Help Chair review class schedules for upcoming semesters.

Perform other job-related duties as may be assigned by the department chair, Music faculty, and administrators.

QUALIFICATIONS: Baccalaureate degree preferred but not required and five years secretarial/administrative assistant experience; must be detail-oriented; well organized; computer literate (Word, Excel, Publisher); have excellent writing skills; must demonstrate effective interpersonal communication skills, including the ability to handle constant interruptions; and must maintain strict confidentiality of information. Commitment and demonstrated skill in being customer-service oriented. The ability to work occasional evening or weekend hours.

TO APPLY: Qualified candidates should attach their cover letter, resume, and contact information for three professional references to the online application by clicking "Apply Now". Please attach documents as a PDF file.

Moravian University will not sponsor applicants for a U.S. work visa for this position.

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