Bands Administrative Assistant

Department: Music Administration
Salary/Grade: NEX/10

Job Summary:

Under general supervision and guidance from the Manager of Academic Operations 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. Position is key operational support to Bands program, managing all operational needs, including events, financial operations, faculty/student support, and cross-school coordination with other performance and academic programs. Position also coordinates student band staff, who support the performance and rehearsal activities of the bands programs, including the operations of Symphonic Wind Ensemble, Symphonic Band, Concert Band, Marching and other Athletic Bands.

Specific Responsibilities:

Administration

• Works collaboratively with various stakeholders to manage, coordinate, and execute all activities of the NU Bands. Serves as administrative assistant for the Office of Bands, working closely with the Director of Bands, Associate Director of Bands, and Marching Band Director; represents office at meetings, as assigned; serves as liaison between bands, as well other ensembles, faculty and administrative offices; coordinates and facilitates NU Bands faculty/staff meetings. 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.

Curriculum

• Supports the academic and curricular needs of faculty. Assists faculty with the materials necessary to support their courses, including management of course Canvas pages, rosters, teaching materials, and the preparation and submission of student grades. In partnership with faculty and GAs assigned to each ensemble, manages ensemble personnel, auditions, placements, part assignments, and communications.

Events Support

• Establishes workflow and timelines for all NU Bands events, and manages progress of projects as they occur throughout the year. Plans and manages the NU Bands event calendar, including rehearsals, concerts, master classes, and other activities. Coordinates office calendar including registration and travel for faculty and guests. Coordinates events which may include scheduling rooms and/or guest speakers and arranging for routine materials and technology. Manages Bands rehearsal calendar, including rehearsal and performance times and spaces through the Concert Management Office.
• Coordinates logistical requirements needed to set-up, operate and fulfill all band activities in a timely manner (including classes, rehearsals, concerts, auditions, performances and band personnel/instrumentation at both on-site and off-site venues). Advises ensemble directors and venue staff regarding performance plans and needs. Manages resources and student staff who assist in executing these responsibilities. Facilitates invitations and complimentary tickets for special guests at performances.
• Facilitates outreach activities, such as master classes, summer workshops, guest clinics, and shared concerts with visiting ensembles, serving as a liaison between the University and partner organizations.

Financial Operations

• Manages budgets, purchasing, reimbursements, contracting, honorarium payments, and student appointments for the NU Bands and relating to instrumental ensemble rehearsals, performances, tours, travel, artist residencies, and other events.
• Prepares forms; processes expenses, purchases and reimbursements, including guest honoraria. Assists with the procurement of music. 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.

Marketing/Communications

• Coordinates with Bienen School marketing and events staff to manage social media pages for NU Bands, including capturing content, making posts, creating events, and placing ads. May assist faculty and/or staff in updating their university websites. Coordinates marketing and technical information with the Bienen School Concert Management Office staff.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• A high school diploma or its equivalent along with two years of administrative support experience is required, preferably in a university setting.
• Self-directed individual with demonstrated initiative and ability to work independent of close supervision.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Collegiality: Being helpful, respectful, approachable, and team oriented, building strong working relationships and a positive work environment.
• Computer Proficiency: Successfully uses multiple programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, and Access, email, web browsers, and PeopleSoft.
• Communication-Oral and Written: Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
• Creativity: Explores alternatives to existing products and services; identifies opportunities to improve procedures and practices; shows imagination.
• Dependability: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Efficiency: Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
• Financial Management: Manages financial assets responsibly with a focus on cost effectiveness and productivity.
• Multi-Tasking: Demonstrates ability to work on multiple projects simultaneously.

Preferred Qualifications: (Education and experience)

• Bachelor's degree, preferably in instrumental music.
• Two years or more of related professional experience.

Target hiring range for this position will be between $45,000-$52,500 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.