Music Administrative Assistant
: Job Details :

Music Administrative Assistant

Music Administrative Assistant

Departments

Music

Supervisor Stephen Martin

Job Summary (20-25 hours/week, 10-month)

Non-exempt

To coordinate and manage the processes and collaborative efforts that contribute towards Fine Arts productions, office efficiency, and overall impressions experienced by those who interface with Bethel University.

Essential Job Functions & Qualifications

• Facilitate the scheduling of music-related events, performances, and recruitment efforts, including concerts, recitals, juries, applied lessons, and auditions.
• Assist with travel/transportation reservations, housekeeping, IT, and maintenance work orders, reporting, scheduling and announcing music events.
• Communicate with prospective students.
• Coordinate recruiting visits, auditions, scholarships, and preview days.
• Assist with budget tracking and reconciliation.
• Assist with swipe card access lists for buildings and students, update each semester and coordinate with appropriate professors and departments.
• Assist with purchasing and budget reconciliation.
• Assist with development of performance programs (recitals, concerts, fundraisers, etc.)
• Assist with the coordination of music department promotional materials.
• Provide oversight of the music library and associated student employees.
• Oversee the archival and updating of departmental files.
• Oversee instrument inventory, repairs, and reporting.
• Maintain relevant databases.
• Provide relevant information to Box Office regarding upcoming performances.
• Assist with preparation for special events (Fine Arts Scholarship Day, Music Gala, Pilot Preview Days, etc.)
• Collaborate with other Fine Arts staff in completion of duties.
• Coordinate scheduling and logistical elements of music ensemble tours.
• Assist in the creation of the yearly Christmas Concert.
• Be available to attend department meetings.

Performance Expectations

• Maintain a posture of humility, self-motivation, and wisdom in all interactions with others.
• Work collaboratively with administrators, faculty, and staff.
• Continue to work toward increasing excellence on behalf of the department.
• Uphold the mission of the University, abiding by the personal and academic policies.
• Yearly performance evaluations.

Knowledge and Skills

• Four-year degree in an arts-related discipline (music degree preferred).
• Understanding of music library and related concepts (ensemble types, instrumentation, key).

Work normally involves contact with persons beyond immediate associates, generally regarding routine matters for purposes of giving or obtaining information which may require some discretion. Outside contacts take the form of service to the public (visitors or vendors) requiring ordinary courtesy in providing assistance and information.

Good oral and written communication skills; knowledge of Microsoft applications (Excel, Word, Powerpoint, One Drive, Adobe Suite) is essential. May be asked to do occasional lifting up to 25lbs.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.

About Bethel University

The mission of Bethel University, affiliated with the Missionary Church denomination, is to be a community of learners building lives of commitment for leadership in the Church and world. Bethel's liberating academic programs challenge the mind, enlarge the vision, and equip the whole person for lifelong service.

Bethel is urban-situated in the northern Indiana region hosting 250,000 residents, seven colleges (including Notre Dame), the 2nd largest shopping district in the state of Indiana, 15,000 businesses, 50 parks, and beautiful riverwalk developments in South Bend and Mishawaka. Resort venues on Lake Michigan are 45 minutes away. The university community is composed of about 1,500 traditional and adult/graduate students from 35 states, 90 students born outside the United States, and 225 full-time employees. Bethel also hosts more than 8,000 guests annually to arts productions, 25,000 annually in conference services, and many thousands of community members in support of 40 national athletic championships.

Outside organizations recognize Bethel's quality: it is ranked as a Top Tier Midwestern College for 15 consecutive years by U.S. News & World Report; ranked No. 7 in the Midwest on the Washington Monthly Best Bang for the Buck Colleges list; No. 1 on Christian Universities Online 2016 list of Top 50 Christian Colleges and Universities Exceeding Expectations. Bethel has also been named to Money Magazine's Best Colleges for Your Money 2018 list.

Bethel's 20,000 alumni occupy 49 states and 64 world areas, and enjoy a medical school acceptance rate double the national average, 100% job placement rate in Nursing whose program was ranked No. 7 in the United States, a Top 4% finish nationally in competitive math performance tests, and 100% pass rate every year on the national performance standard for a unique academic major in American Sign Language.

Alumni professional achievements include the No. 1 rated School Superintendent in Indiana, the No. 1 rated School Principal in Indiana, a Top 1% pediatric surgeon in North America, the former Executive Director of the largest Youth for Christ district in the nation, the Chaplain of former President Barack Obama's childhood school, the lead in South Pacific off Broadway in Chicago, a laboratory director in sustainable energy, MLB All-Star Team representatives (Cleveland Indians Justin Masterson; MLB pitcher for the San Diego Padres Eric Stults), a senior Midwest manager for Blue Cross / Blue Shield, and among others the Ernst & Young Entrepreneur of the Year, Midwest Region, Don Clark.

Faculty accomplishments from Bethel include: an average of more than 100 scholarly presentations and performances each of the last five years, reaching every corner of the United States (California, Oregon, New York, Washington, D.C., Georgia, Texas, etc.) and across the globe (e.g. Kenya, Greece, Israel, Jamaica, France, etc.), including elite sites such as Oxford, Cambridge, Aberdeen, and Carnegie Hall. Academic disciplines are deepened by Bethel projects on suffering, shame, the logic of forgiveness, Islam, mentoring, culture shock, health care among the Amish, eating disorders, home births, monotone mathematical triangles, top predator conservation, adolescent readers, capitalism, gene segregation, Great Lakes fisheries, social-linguistic patterns among the LGBT deaf, deviance in American political allies, ecological imagination in American fiction, Russian education, Latino values and education, theater sound and stage design, leadership pressure, the ethics of a Library Bill of Rights, non-violent resistance, simulation learning in Nursing, Shakespeare, depression in cancer patients, race-based tension, art exhibits in every medium, choral and instrumental productions of great variety, and more.

In recent years, Bethel saw the strongest series of financial ratios in 25 years (as defined by the U.S. Department of Education), increased admissions visits by 60% and applications by 20%, doubled the number of fully online students and saw surges in programs like Math-Engineering (+24%), Christian Ministries (+53%), Biology (+118%), Kinesiology/Pre-Physical Therapy/Sport Management (+177%), and total Graduate Program increases of +47%. Students of color moved from 19% to 28% of the total population, with increases in retention and graduation rates.

Traditional college-age students now rank mentoring as one of the most prominent traits of the environment, seen in part by a shift from 5 in 10 to 7 in 10 residential students voluntarily engaged in small group or one-on-one coaching by faculty-staff, and through alumni surveys showing very high faith-integration retention after their Bethel years (e.g. understanding Biblical texts, feeling equipped for the essential questions of life, strong critical thinking skills, etc.).

Also during this time, $12M was applied to endowment, scholarships, and facility upgrades such as Academic Support Services Center, School of Nursing Simulation Lab, renewal of the largest lecture hall named for Brian & Paqui Kelly (Notre Dame head football coach), new entrances for the East campus and Athletic Park with three additional intramural fields, a new Softball stadium, and refreshed Weight Room, added a Kindergarten Lab School, refreshed Art Gallery, Acorn restaurant, Wi-Fi network and phone systems, and more.

Work culture at Bethel also thrives, now meeting or exceeding industry average scores on 47 of 55 variables annually tracked by Best Christian Workplaces, who surveys 15,