Administrative Secretary III

Job Summary

The Oberlin College & Conservatory invites applications for the position of Administrative Secretary III in Conservatory Academic Operations. This is a full time, 12-month, continuing, Administrative Assistant position. The Administrative Secretary performs a variety of tasks that assist in the day-to-day operation of the Conservatory. They range from complex administrative responsibilities to general office duties. Administrative staff working in the Dean's office must possess the ability to apply discretion, judgment, and confidentiality, as necessary.

Responsibilities

Reporting to the Manager of Academic Operations, the Administrative Secretary for Conservatory Academic Operations is an important member of the dean's staff, responsible for providing administrative support to the Manager of Academic Operations, and the Dean of the Conservatory.

Essential Job Functions

In support of the Dean of the Conservatory and the Manager of Academic Operations:

• Assist with scheduling meetings (in-person or virtual).

• Provide executive assistant level support for the Dean of the Conservatory and the Manager of Academic Operations.

• Provide high level administrative support with establishing and maintaining peer and outside review files for faculty reappointments, tenure, and promotion; provide administrative support, as needed, for Conservatory candidate searches.

• Manage the coordination of the Conservatory-rented apartments (scheduling, keys, guest packets, etc.).

• Manage and arrange accommodations and ground transportation for visiting artists, sabbatical replacements, search candidates, and guests, as requested.

• Oversee and maintain Conservatory lists (telephone list, divisions list, Conservatory building directory, Conservatory organization chart), and distribute as needed.

• Create, design, and maintain the New Faculty and Staff Welcome electronic handbook.

• Provide administrative support, when needed, for the Conservatory Faculty Council and the Conservatory Faculty Meetings.

• Manage the annual Summary of Professional Activities (SPAs) Reports (request, collect, process and file).

• Manage the Conservatory Dean general email account (monitor, process, respond/forward, and electronically file)

• Maintain the Conservatory Faculty Blackboard page.

• Procurement, preparation, and distribution of Conservatory gifts.

• Design flyers, trip books and other materials, as needed.

• Other duties as assigned.

In support of the Office of the Conservatory Dean:

• Manage and triage requests in real-time via phone, email, and walk-ins.

• Greet and direct faculty, staff, and visitors to the Dean's Office.

• Retrieve and distribute faxes; retrieve and distribute US and Campus mail for the Office of the Dean.

• Prepare and sign routine, non-technical correspondence, draft routine, and non-routine correspondence.

• Maintain the Conservatory's Lost and Found, the faculty/staff workroom, and the refreshment area in Bibbins.

• Maintain, troubleshoot, and initiate repairs for office equipment; (photocopier, etc.), monitor and order office supplies and inventory of office supplies, as needed.

• Maintain the Associate Deans' calendars.

• Schedule and coordinate meetings (in-person or virtual) for the Associate Deans, as requested.

• Schedule and coordinate meetings for various on-campus groups, order supplies, order food, and compile materials.

• Collect and update information for building directories.

• Oversee and manage the Conservatory Deans Office student workers, including hiring, training, and supervising.

• Process and submit work orders, when needed, according to the policies determined by the Associate Dean for Artistic Administration and Operations.

• Oversee and manage the Conservatory key cabinet and sign out keys in accordance with the policies determined by the Associate Dean for Artistic Administration and Operations; assist faculty, students, and staff with key requests. Escort faculty and students and unlock doors, as needed.

• Distribute complimentary student tickets for the Cleveland Orchestra and other concerts and events. Create the annual Distribution Report for the Sponsored Programs Office.

Marginal Job Functions

• May assist in the maintenance of Conservatory personnel files.

• Provide back-up support for posting signs on classrooms & studios for absent/late instructors.

• Perform other duties as assigned in support of the Office of the Dean of the Conservatory including the Office of the Associate Deans.

Required Qualifications

• High school diploma and minimum of 5-7 years of progressively responsible administrative support experience.

• Minimum keyboarding speed of 50 wpm with emphasis on accuracy.

• Must demonstrate excellent professional competency in verbal and written English skills, including grammar and proofreading, and clear and concise written English targeting a variety of audiences. Must possess excellent customer service and interpersonal skills.

• Exceptional attention to detail and accuracy.

• Demonstrated ability to work collaboratively and as a team player.

• Demonstrated ability to plan, manage, and monitor multiple projects simultaneously and work effectively under time constraints.

• A demonstrated ability to respond to pressures, deadlines, and changes in priorities or schedules.

• Work experience demonstrating knowledge of business procedures, including the ability to apply judgment, discretion, initiative, and to collaborate with others.

• Extensive experience with Microsoft Office software and calendaring systems is required. High level of proficiency with spreadsheets and databases (i.e.: Microsoft Excel, mail merges, and Google Workspace).

• Reliability and favorable references.

Desired Qualifications

• Familiarity with selective Conservatories and schools of music (preference given to individuals with prior music experience related to performance, and education).

• Experience with Adobe creative suite, Blackboard, BANNER, and Engage.

• Experience with basic website management.

• Administrative support experience in an academic environment.

Quick Link for Posting https://jobs.oberlin.edu/postings/15094 Compensation

This Pay Group 6 Administrative Assistant position is to be filled at an hourly rate of $26.01 or the appropriate transfer rate and includes a general benefits package.

Oberlin College offers a competitive compensation package with excellent benefits.

Special Instructions to Applicants

A complete application will be comprised of 1) a Cover Letter, 2) Resume; and 3) List of References.

Applicants chosen for interview will be contacted to take the following testing in the Human Resources Office: keyboarding, Basic Word, Basic Excel and Proofreading. Candidates must pass all test in order to be considered for an interview.

This posting is open to both internal Ocope members and external candidates, however, Ocope members will receive preference in the the first 10-day posting period, expiring 04/29/2024.