Music Department Administrative Assistant

Coe College

Coe College seeks qualified candidates for the position of Administrative Assistant for the Music Department.  This position will assist music faculty (full and part-time) and department chair with daily office needs.  This position is an hourly, .75 FTE and is benefit eligible.


Work Schedule:  Monday through Friday, 8:00 am - Noon and 1-4:30 m (Wednesday afternoons off)   

Months of Service per Year: 12 (Reduced summer hours)



Essential Job Responsibilities:

  • Maintain regular office hours and be available to faculty during those hours.
  • Provide secretarial support for department chair and faculty, including:
    • prepare professional correspondence and assist with publicity and outreach materials, grant proposals, program reviews, music department handbook, and other reports;
    • assist with classroom materials and examinations;
    • photocopying and communication as requested by faculty;
    • attend music faculty meetings, take notes, prepare and circulate meeting minutes and materials;
    • maintain department calendar;
    • bookkeeping for departmental and festival budgets and Friends of Music;
    • assist with organization of and preparation of materials for department events, including recital hour programs;
    • assist department chair with preparation of faculty contracts;
    • lesson billing.
  • Key and locker inventory and check-out.
  • Room scheduling.
  • Maintain faculty and student schedules, facilitate lesson scheduling.
  • Supervise student workers, approve pay requests.
  • Submit payroll for part-time faculty members.
  • Maintain office equipment and supplies.
  • Distribute mail.
  • Maintain student files.
  • Assist in computation of lesson grades, reporting grades.
  • Monitor ensemble participation scholarships.
  • Assist with administration of recital hour.
  • Assist with materials for music department awards.
  • Liaison with other departments, including business office, security, maintenance, etc. 
  • Perform other duties as assigned.



  • Bachelor’s degree is required.
  • Proven experience working in an academic or managerial setting and/or experience in arts management position.
  • Successful completion of a background check in accordance with Coe College policy.

Job ID: 82279

Posted 7 days ago

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