UNCSA - Office Coordinator in the School of Music




Full/Part TimeFull-time


School/Department Information

The School of Music of the University of North Carolina School of the Arts is a unique state-of-the-art conservatory offering intensive training and career development in music performance and composition.


Primary Description of Work

The Office Coordinator for the School of Music is responsible for maintaining the smooth operation of typical office functions as well as assisting in support of day-to-day School of Music activities. The Office Coordinator provides an essential first point of contact for anyone interacting with the School of Music, providing exemplary service to anyone interacting with the Music Office. The employee supports students, visitors, faculty, and staff by providing information on a variety of routine topics, and for more specialized topics by directing to other appropriate individuals within the School of Music. In addition, the Office Coordinator supports the School of Music Executive Assistant in a variety of administrative and project-oriented tasks.


Work Schedule and hours

Standard Work Schedule 8:30 AM – 5:30 PM, Monday – Friday


Description of Responsibilities and Duties

The Office Coordinator for the School of Music is responsible for maintaining the smooth operation of typical office functions as well as assisting in support of day-to-day School of Music activities. The Office Coordinator provides an essential first point of contact for anyone interacting with the School of Music, providing exemplary service to anyone interacting with the Music Office. The employee supports students, visitors, faculty, and staff by providing information on a variety of routine topics, and for more specialized topics by directing to other appropriate individuals within the School of Music. In addition, the Office Coordinator supports the School of Music Executive Assistant in a variety of administrative and project-oriented tasks. Essential tasks: Student, Visitor, Faculty & Staff Support: * Provide warm and welcoming reception to the School of Music office area * Answer routine questions * Provide problem-solving assistance for common daily issues * Direct individuals to appropriate faculty, staff, and/or administration for assistance with more complex situations * Manage room, key, and vehicle requests in support of students, faculty, and staff * Assist in supporting comprehensive on-boarding of new faculty and staff in coordination with other areas of UNCSA Office Management: * Monitor and purchase all office supplies, maintaining inventories in support of all School of Music activities, including the Music office and instructional spaces (studio/classroom, rehearsal, performance, and practice) * Process work orders and/or maintenance requests for the School of Music * Maintain service agreement contracts; request maintenance and supplies * Screen and direct calls * Process incoming and outgoing mail * Distribute announcements and information to students, faculty, and staff * Manage all aspects of the work study program for students who have tasks as part of Music Office activities and functions Administrative Support: * Provide day-to-day support of School of Music activities * Perform routine clerical tasks and assist in maintenance of files * Support School of Music Executive Assistant in special projects and events * As assigned by supervisor, support School of Music faculty in special projects and events * Participate in weekly staff and faculty meetings * Book meeting spaces and coordinate with Housekeeping for appropriate setup * Take and transcribe minutes for School of Music faculty meetings * Enter and maintain in UNCSA database the classroom and performance hall schedules for each semester * Assist in processing requests for classroom and performance hall use and update UNCSA database as needed * Assist in processing requests for student (Self) Recording services * Support students in creation of programs for required recitals * Issue keys as appropriate to students, staff, and faculty; maintain Music database * Monitor personal storage space (lockers) for students; maintain Music database * Assign instrument storage space for students; maintain Music database * Manage all aspects of scheduling and maintaining the School of Music vehicles; maintain Music database * Manage all aspects of scheduling and maintaining Copey House; maintain Music database Purchasing & Payments: * Receive, record, and reconcile monies for lost keys and similar situations * Assist as directed by supervisor in initiating requisitions, purchase orders (including small purchase orders and department purchase card expenditures), and in processing payments * Serve as back-up department purchase card coordinator * Participate in determining insurance needs for school equipment, instruments, and classroom/studio/office contents.


Minimum Qualifications

Graduation from high school; or an equivalent combination of education and experience.

If no applicants apply who meet the required competency level and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations. If no applicants apply who meet the required competency level and training & experience requirements for all SHRA positions, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.


Preferred Qualifications

Graduation from high school and three years of progressively responsible experience in office management; or graduation from a two-year secretarial science or business administration program and significant experience in office management; or graduation from a four-year college or university and significant experience in office management; or an equivalent combination of training and experience.

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