Temporary Administrative Assistant 2

3 weeks ago

Evanston, United States Northwestern University Full time

Under general supervision and guidance from the Associate Dean for Administration, Finance and Planning and direct assignments from the faculty supervisor Director of Bands, provides a variety of administrative support and operational functions required in the effective operation of the Bienen School of Music Office of Bands, a major area of the Conducting and Ensembles Program. These may include drafting and preparing letters, reports, charts, graphs, etc. using word processing, spreadsheet, database, and/or presentation software; basic bookkeeping; screening calls and visitors; preparing agendas and planning including travel, etc. for meetings and special events; and managing office calendars. Includes support for Conducting Classes, Symphonic Wind Ensemble, Symphonic Band, Concert Band, Marching and other Athletic Bands.
- Serves as administrative assistant for the Office of Bands and Library working closely with the Director of Bands, Associate Director and Marching Band Director; represents office at meetings, as assigned; conducts research; serves as liaison between bands, as well other ensembles, faculty and administrative offices; assists faculty with the preparation and submission of student grades. Manages communications and student staffing for the band office. Provides varied administrative functions that include preparation of correspondence and communications, organization of files, photocopying, preparation and analysis of reports. Serves as primary contact for Bienen School staff and faculty to coordinate ensemble collaborations and conducting and ensemble program matters.
- Coordinates office calendar including registration and travel for faculty and guests. Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials and technology. Manages Bands rehearsal calendar, including rehearsal and performance times and spaces through the Concert Management Office.
- Coordinates logístical requirements needed to set-up, operate and fulfill all band activities in a timely manner (including, but not limited to classes, rehearsals, concerts, auditions, performances and band personnel/instrumentation both on-site and off-site venues). Manages resources and student staff who assist in executing these responsibilities.
- Prepares technical and/or specialized documents, including required research; proofs for spelling and grammar. Manages information in spreadsheets and/or databases and creates and compiles reports as necessary.
- Processes Office of Bands accounts payables and/or receivables; verifies income and/or expense; resolves discrepancies and over/under budget problems, etc. May enter, track, and maintain documentation and logs of financial transactions ensuring that charges have posted to appropriate accounts. May assist with reconciliation of accounts; reviewing budget statements, investigating and resolving discrepancies and preparation of budget reports and spreadsheets.
- Assists with the preparation of bands annual budget submissions to School administration; manages and monitors expenditures of annual budget allocation; works closely with the Office of the Associate Dean for Administration, Finance and Planning to oversee budget, contracts and process payments to individuals and organizations. Prepares forms, approves appropriate expenses, purchases and reimbursements. Assists with the procurement of music.
- Coordinates with Bienen School faculty supervisors and staff content maintenance of websites for Office of Bands and/or blogs and may assist faculty and/or staff in updating their websites and/or blogs. Also coordinates marketing and technical information with the Bienen School Concert Management Office staff.
- Performs other related duties as assigned.

**Preferred Qualifications**:
Background or experience working in music.

Familiarity with Northwestern systems such as NU Financials

**Minimum Qualifications**:
Strong administrative experience

Northwestern University seeks to employ a varied and diverse range of dynamic people who understand the importance of our mission and vision. When you consider a temporary opportunity at Northwestern University, you know that you are joining an institution with a deep history of academic, professional and personal development.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
- The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today._

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