Academic Department Coordinator - Music and Theater
Colgate University
Hamilton, NY
Full-time
Administration / Clerical
Posted on May 17, 2024
Academic Department Coordinator - Music and Theater
Requisition Number: 2024S039Posting
Full Time/Part Time: Full Time
Division: Dean of the Faculty
Department: Music
Wage/Salary Range: $18.75-$20.75
Department Statement:
As an Academic Department Coordinator, you will support the academic administration of the Departments of Music and Theater, which together offer a vibrant program of more than forty concerts and productions each year. This position reports to the Department Chairs; supports the faculty and administrative managers in both Music and Theater; and provides occasional assistance to the Arts Coordinator in planning and publicizing arts events across campus. This position offers a unique opportunity for an organized, motivated individual to support Colgate’s ongoing initiative to develop the Middle Campus for Arts, Creativity, and Innovation – an interdisciplinary arts neighborhood down the hill from the academic quad. The successful candidate will be expected to work effectively and efficiently, to maintain a professional environment, and to execute a variety of critical administrative functions.
Accountabilities:
Responsibilities include coordination of the daily operations of the department. Specific accountabilities include:greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.
Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.
Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.
Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.
Monitor departmental budgets and report on status, variances, and potential issues.
Responsible for building and/or room scheduling and service requests, as required.
Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.
May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.
Professional Experience/Qualifications
- Strong written and oral communication skills
- Experience using Google Workspace (especially Google Docs, Google Sheets, and Google Calendar) and/or Microsoft Office applications (Word and Excel)
- Capacity to work independently, with little direction
- Ability to prioritize short-term requests and deadlines, while also seeing long-term projects through to completion
- Willingness to learn new skills, and to take on new assignments and other duties as assigned
- Detail-oriented and willing to work collaboratively
- Ability to interact in a collegial manner with a culturally diverse group of faculty, staff, and students
- Discretion to manage confidential and sensitive information
- Availability to work occasional evening and weekend hours
Preferred Qualifications
- Experience working in a higher education environment
- Experience using expense management software, such as Concur
- Experience using graphic design software, such as Canva and Adobe Photoshop
- Experience using email marketing platforms, such as Emma
- Experience with social media management, content creation, and solicitation (Facebook, Instagram, Twitter)
- BA or BS degree is preferred
Education
Associate’s degree, or a combination of education and experience from which comparable skills are obtained is required.
Other Information
Work Schedule:
Weekdays with occasional evenings and weekends.
Job Open Date:
05/16/2024
Job Close Date:
12/10/2024
Open Until Filled
Yes
Special Instructions Summary
EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.
Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Department of Campus Safety will provide upon request a copy of Colgate’s Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.
To view the full job posting and apply for this position, go to: https://careers.colgate.edu/postings/5764
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