Administrative Assistant for the Hall of Music

Washington, United States
Salary Not specified
Feb 05, 2021
Employment Level
Employment Type
Full Time

Administrative Assistant for the Hall of Music
Whitman College


Located in the historic community of Walla Walla, Whitman's beautiful tree-lined campus is home to an intellectually dynamic, diverse, and supportive community of some 500 staff and faculty and 1,500 students. With an endowment exceeding $500 million, fiercely loyal alumni, exceptional students, and accomplished faculty and staff, Whitman College continues to build on its national reputation for academic excellence ranking as one of the top liberal arts colleges in the country.


The Administrative Assistant in the Hall of Music provides clerical support to the Department of Music, including its faculty, staff, and facilities. Generally, the Administrative Assistant exercises independent judgment within specific guidelines and standards, and assistance may be sought from the Department Chair and other faculty and staff for problem areas or information regarding policies and procedures.

  1. Provides clerical and administrative support for the faculty and staff of the Department of Music as requested. Schedules all Applied Music Lessons.
  2. Supervises payroll and any travel-related expenses for all adjunct Studio Music Instructors. Submits payroll information to Provost and Dean of Faculty's office and Human Resources. Supervises payment for all visiting guest artists. Writes personal service and performance contracts for visiting guest artists.
  3. Maintains Department of Music Budget. Pays bills, reconciles budget printouts, reconciles credit card expenses for faculty and staff, and assists in budgeting process.
  4. Schedules all Applied Music Lessons. Schedules all classroom, concert, recital and studio facilities in the Hall of Music. In conjunction with the Chair, schedules all classroom, concert, recital and studio facilities in the Hall of Music.
  5. Posts and updates various Music Department events.
  6. Monitors scholarship lists. Submits scholarship award information to Financial Aid office.
  7. Disseminates information regarding Campbell and Higley Scholarship program. Coordinates audition appointments for prospective Campbell Scholarship recipients at audition sites. Submits award notifications to Admissions Office.
  8. Coordinates all activities, including transportation, housing, per diem payments, vendor payment, etc. for the Fine Arts Tour, NATS vocal competition, Jazz Ensemble Workshop, Jazz Ensemble competition.
  9. Schedules piano tuning, both faculty pianos and practice room pianos, as well as Kimball Theatre and Cordiner Hall pianos.
  10. Directs building custodian and supervises student employees.
  11. Acts as receptionist for all visitors to Hall of Music. Answers telephone and takes messages for faculty and staff.


Individuals must be able to explain and demonstrate that they possess the knowledge, skills and abilities to perform the essential functions of the job, with or without reasonable accommodation:
  1. Demonstrated computer skills including word processing, spreadsheet/database management, and the ability to learn specialized department software systems.
  2. Demonstrated general office skills including proofreading, fax and copy machines, and the ability to draft correspondence.
  3. Demonstrated ability to work in close cooperation with faculty and students.
  4. Demonstrated ability to work independently and flexibly, with many interruptions.
  5. Demonstrated ability to positively and actively contribute to the College's core values of diversity, equity and inclusion.
  6. Demonstrated ability to work with a high degree of accuracy and attention to detail.
  7. Demonstrated excellent interpersonal and communication skills.
  8. Demonstrated ability to communicate effectively in writing.


Two-year college degree or equivalent professional experience.


Application review will begin immediately and continue until the position is filled.


March 15, 2021

For full application instructions and position description, visit