Educational Program Assistant 1 or 2, Music

JOB SUMMARY

The School of Fine Arts at the University of Connecticut is seeking applications from an experienced administrative professional to perform the duties of a full-time Educational Program Assistant 1 or 2 position within the Music Department Office. The Department offers degrees at the doctoral, masters, and undergraduate levels, and it manages a full calendar of performances, lectures, and master classes. Under the direction of the Department Head, the Educational Program Assistant will provide administrative and programmatic support to a broad base of undergraduate, graduate, and operational functions of the Department.

Incumbents hired at the Educational Program Assistant 1 level will be expected to provide entry-level program support under closer supervision until achieving the requisite qualifications to serve and are performing the duties at the Educational Program Assistant 2 level. At the Educational Program Assistant 2 level, the incumbent is expected to work with more independence and possess the latitude to make decisions directly related to the delivery of program services and administrative logistics.

DUTIES AND RESPONSIBILITIES

• Provides the Department of Music with logistical and operational support in managing the Department’s academic programs.
  • Responds to inquiries from students, faculty, and the public regarding policies and procedures governing the Department; directs students to appropriate advisors and/or faculty; transmits information from the Department office to faculty and students; updates Department’s phone and email lists; coordinates room assignments for faculty and students.
  • Assists the Department Head in coordinating student registration, scheduling of courses, the Department’s calendar, and weekly convocation for music students.
  • Monitors student rosters, grade reports, and academic records; devises, modifies, and/or supervises the maintenance of complex filing and record keeping systems, including databases.
  • Assists Department Head with annual reporting within the University and to the National Association of Schools of Music.
• Provides the Department of Music with logistical and operational support in managing the Department’s admissions process.
  • Assists with the coordination of Open House, Audition Days, and other student recruiting events.
  • Schedules all auditions for incoming students; prepares all necessary materials to be available for each auditioning student.
  • Works with faculty members to update the database of applicants and accepted students; assists in the coordination of financial support for students based on predetermined guidelines, including preparation of undergraduate scholarship offer letters and graduate assistant appointment letters.
• Provides the Head of the Department of Music with operational and administrative support.
  • May represent the Department Head to other University offices, the public, or outside organizations to gather or transmit information that affects the operations of the Department; acts as facilities liaison for the Department; updates the inventory of pianos within the Music Department’s facilities; coordinates maintenance of pianos with the piano technician.
  • Responsible for the accurate and timely entry and onboarding of the Department’s hiring needs, including assisting with faculty searches and graduate assistantships, processing special payroll and regular and Federal Work-study student labor appointments; acts as administrator for I-9 processing, and other related hiring paperwork.
  • Serve as a point of contact for facility issues in assigned building(s), initiate work requests, monitor completion; maintain and manage key inventory and access approvals; schedule and administer card reader system and access to designated classrooms, studios, and ensemble rooms.
  • As needed or assigned, may be responsible for special short-term or ongoing projects that require planning, coordination, and supervision (including but not limited to academic or staff searches, conferences, concerts, etc.)
  • Assists Department Head and Promotion, Tenure, and Reappointment (PTR) committee with the execution of PTR procedures.
  • Within established practice, handles administrative matters for the Department Head and makes decisions in the supervisor’s absence; independently composes, prepares, and/or edits standard correspondence and reports containing information that requires thorough knowledge of policies, procedures, and data sources.
  • Schedules appointments and meetings for Department Head; screens incoming mail and telephone calls, making referrals as appropriate.
  • Performs complex typing and transcription duties as required; takes minutes at faculty meetings.
• Manages Department’s office supporting forty-five faculty and 180 students.
  • Supervises student workers as assigned; keeps inventory of office supplies.

MINIMUM QUALIFICATIONS

• For the Educational Program Assistant 1 level, bachelor’s degree and up to 1 year of experience OR associate’s degree and 2-3 years of experience. For the Educational Program Assistant 2 level, bachelor’s degree and 2-3 years of experience. 
• Excellent interpersonal skills and the ability to work effectively with the Department/University staff and other individuals or groups.
• Superior organizational and/or supervisory ability.
• Ability to resolve administrative problems efficiently, effectively, and independently.

PREFERRED QUALIFICATIONS

• Thorough understanding of music performance practices, ensembles, and degree programs at academic institutions.
• Basic knowledge of pianos and piano maintenance.
• Knowledge of and facility in Student Administration System software by ORACLE/PeopleSoft.

APPOINTMENT TERMS

This is a full-time, 12-month, permanent position with excellent benefits including employee and dependent tuition reimbursement at UConn. Classification and salary will be commensurate with the successful candidate’s background and experience. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs , Staff Positions, Search #496948 to upload a resume, cover letter, and contact information for three (3) professional references.

Review of applications will begin immediately, and applications will continue to be reviewed until December 1, 2022. To ensure full consideration, application materials should be submitted no later than December 1, 2022. Please contact Arielle Hill-Moses, Executive Assistant to the Dean, with any questions ([email protected] ). For more information regarding the Department of Music, please visit our website at http://music.uconn.edu .

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on December 1, 2022. 

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp .

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top research universities. UConn’s faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.