Salary/Position Classification

• $38,000 Annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): No

Purpose of Position

Assist the Administrative Officer by assuming responsibility for routine office operations within the Department of Music.
This position provides support to the Pride of the North Marching band through management of assigned administrative duties and support.

Duties & Responsibilities

General Secretarial / Office Support

• Serve as first point of contact for the Department. Answer phones, greet guests, and direct visitors to the appropriate faculty or staff member for action. 
• Ensure timely and effective communication to support all department functions. 
• Assist with collecting information and maintaining department-level databases. 
• Draft correspondence, review and respond to messages from department email accounts and forward to appropriate individuals as necessary, retrieve mail, etc.
• Lead general office functions, including coordination and tracking of project requests, work orders and space changes, monitor classrooms and equipment for needed repairs and submit work orders, generate and distribute special events and parking forms, serve as telephone, copy machine, and mail coordinator, and manage orders for office supplies and equipment. 
• Provide oversight for a variety of administrative duties within the Department. This includes distributing information to department-level personnel and collecting, reviewing, and verifying departmental responses to information requests. 
• Lead records management and retention efforts for the Music Department to ensure compliance with University and College policies.
• Work as a team member to promote the success of the Music Department and the University as a whole by demonstrating professional conduct and the values expected of all employees and representing UND in a professional manner at all times by providing excellent communication and customer service. 
• Maintain ad hoc classroom and rehearsal room schedules. 
• Assist Department Chair with communications to identified or potential donors using methods approved by the college Dean and appropriate personnel at the UND Foundation. 
• Responsible for PageUp administration of student employee positions. This includes creating job postings, monitoring workflow in PageUp, and interviewing and hiring students. 
• Assist Administrative Officer with student employee supervision by assigning workload and ensuring duties are completed.
• Responsible for creation and dissemination of mass mailings. 
• Provide clerical support for the Administrative Officer position. 
• Assist with the check-in/out process for outgoing employees including requesting and ceasing access to UND services.
• Assist Administrative Officer on travel paperwork and arrangements for groups, as requested. 
• Collect departmental student award winner’s names from faculty and order plaques. 
• This position requires non-standard hours. 

Student Recruitment & Academic Support Honor Band, Choir, and Strings Duties: 

• Collect Honor Band, Choir, and Strings registrations and set up travel schedule for Directors. 
• Advertise for HBCS auditions with high schools and other appropriate outlets. 
• Schedule scholarship auditions and communicate with auditionees and faculty.
• Assist with general operations of the Honor Band, Choir and Strings Festival
• Student Recruitment Duties
• Assist Department Recruiting committee, as requested.
• Advertise and schedule scholarship auditions. 
• Send scholarship letters to awardees. 
• Support department student recruitment efforts in cooperation with appropriate campus entities. 

Asset Management 

• Serve as asset manager for the Music Department. Establish an inventory control process for all major and minor equipment.
• Conduct and submit annual asset inventories on behalf of the department. 
• Conduct and maintain annual key inventory for all faculty, staff, and students. Order keys for departmental personnel. 
• Keep accurate records of current technology and a spreadsheet of type, age, and date of each item. 
• Set up inventory catalog of music for the Band, Orchestra, Jazz Band, Pride, and Choirs. Maintain Music inventory catalogs. 
• Coordinate maintenance of department computers, iPads, or other mobile devices by utilizing UND technology services. 
• Maintain adequate printer supplies for the department. 
• Assign computers to faculty and GTAs. 
• Assist with check in/out process for faculty and GTAs. 
• Reset classrooms/vacated offices before semesters begins. 

Pride of the North Operations Support 

• Serve as administrator for the Pride app for internal communication. 
• Manage and maintain Pride member database. 
• Support Pride recruitment activities in cooperation with appropriate campus entities. 
• Work with Multimedia Assistant to maintain Pride website and multi-media platforms. 
• Work with Academic Advisors to collect information on incoming students interested in the Pride. 
• Work with the Administrative Officer to order informal Pride uniforms. 
• Work with the Administrative Officer to order lights and other items needed. 
• Work with UND Housing and Dining Services to arrange accommodations for Pride camp early arrivals. 
• Work with UND Dining Services to arrange meals and activities for Pride camp. 
• Order items needed and place work orders for Pride practice field. 
• Distribute informal and formal uniforms for Pride members. 
• Distribute Lights, gloves and bibbers for Pride members. 
• Distribute Instruments and music for Pride members. 
• Serve as operations manager for the Pride at all home hockey, football, volleyball, basketball games, and other Pride events. Attendance required at all home football games; attendance at other games and events, as determined. 
• Send Band student rosters to Ralph Englestad Arena for hockey games. 
• Send out marketing and registration materials to high schools regarding Band Day. 
• Coordinate operations of Band Day with UND Admissions, high schools, Alerus Center, and UND Athletics. 
• Send music to participating schools. 
• Collect all student registrations for Band Day. 
• Assist Administrative Office and Band Director with Pride trip planning. 
• Supervise and attend Pride trips, as requested. 
• Complete all required travel documents for Pride students and faculty in compliance with UND policies and procedures. 
• Check Pride rosters with scholarship recipients and take actions as needed. 
• Check Pride game rosters for travel eligibility, keep students updated on games needed to be eligible. 
• Coordinate all aspects of Pride banquet, including venue, food, awards, prizes, and entertainment. Non-standard hours are required. 

Required Competencies

• Strong verbal and written communication skills
• Exhibit work habits reflecting reliability, organizational skills and a high degree of
  accuracy.
• Ability to effectively communicate with a diverse group of people while maintaining
  professionalism, confidentiality and a positive and helpful attitude.
• Ability to work independently as well as part of a team.
• Ability to problem solve.
• Demonstrated Leadership skills

Minimum Requirements

• Associates Degree or equivalent experience
• Two years of related work experience
• Experience with Microsoft Office (Excel, Word, and Outlook)
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

Preferred Qualifications

• Bachelor's Degree
• Experience with employee supervision
• Experience working in an academic setting
• Experience with payroll process
• Experience with financial tracking
• Experience with PeopleSoft HRMS, Finance, and Campus Connection modules
• Knowledge of UND’s policies and procedures

To Apply

Please submit resume and cover letter addressing your interest in and qualifications for the position along with UND application.