Operations Manager - School of Music
Operations Manager - School of Music
University of Puget Sound
Job ID: 5767
Location: School of Music
Full/Part Time: Full-Time
Staff Posting Details
Appointment: Regular, full time, (1.0 FTE)
Position Summary: The operations manager in the School of Music manages the School of Music office in a variety of functions. This role performs a wide range of complex duties in support of the Director, department faculty, students and staff members, and serves as liaison to offices and departments on campus.
Essential Job Functions and Responsibilities:
Oversee and assist in the daily contact with
students, faculty and guests of the University (including
prospective students and their parents). Maintain knowledge of
general School of Music practices to answer questions regarding
events, classes, lessons, faculty, general inquiries, etc.
Coordinate class/teaching schedules, room
assignments; collect semester syllabi, oversee scheduling of
faculty evaluations and student juries; hire, coordinate and assign
on-campus performance gigs for student musicians; order music,
equipment and supplies; coordinate catering and manage logistics of
events; facilitate process for endowed awards and working with SFS;
maintain advising records; monitor affiliate artist faculty
payroll/contracts/schedules; monitor budgets.
Clerical duties: Attend to the general
day-to-day operation of the music office, gather statistics and
maintain spreadsheets/databases, prepare reports and contracts as
needed. Proctor exams for faculty when needed. OCR pdfs as
requested by faculty. Take minutes at faculty meetings. Assist the
Director with appointments and additional projects as requested.
Manage and monitor distribution of keys and practice room access
for all faculty, staff and students.
Oversee and assist with registration of all
student applied lessons; oversee registration of all ensemble
courses, for credit or audit; registration of all chamber music
students, for credit or audit.
Coordinate the scheduling of noon recitals,
track student performers and program needs, follow through with
students, faculty, outreach and events coordinator, and concert
Respond to building needs; collaborate with
Director on major building maintenance projects; request services
from Technology Services, Facilities and Media Services as
Manage School of Music web presence
Maintenance and updates to the website; post
and update music events throughout the year on the front page; post
programs, update Schneebeck Live and other pages as needed with
text, photos, and videos.
Manage social media platforms: Facebook,
Instagram, and Twitter. Create and solicit content, publish events
calendar; monitor interactions and record analytics; monitor
external calendar submittals and event outreach.
Supervise department administrative assistant and two student staff members.
Work in conjunction with Career and Employment Services to update student job descriptions. Interview, hire and supervise student employees, assign and oversee all projects.
Maintain and monitor School of Music operating budgets and multiple gift accounts, handle payment of all invoices for the School of Music. Pay and monitor all invoices.
Draft contracts for visiting artists/scholars, staff and affiliate faculty for various events, includes managing all correspondence with the visiting artists/scholars, communication with pertinent campus constituencies and compliance with University of Puget Sound Counsel, and compliance with any pertinent international tax laws, and ensure payment to recipient in a timely manner.
Assist the Director in preparing budget variances.
- Experience as a high-level administrative assistant, including progressively responsible experience in managing office workflow systems, budget, confidential files, etc.
- Exceptional eye for detail and ability to produce work accurately
- Knowledge of Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, Google Suite, PeopleSoft required
- Knowledge of website editing and social media management required
- Experience with 25Live scheduling software desired
- Outstanding interpersonal and communication skills
- Strong organizational skills, initiative and follow-through
- Ability to multi-task in a fast-paced environment
- Supervisory experience
- Must be able to work independently, proactively, and work well under time constraints
- Rudimentary understanding of music desirable
- Ability to work with many sound distractions
- Ability to respectfully work, communicate and provide leadership within a diverse campus community
Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.
Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices-services/human-resources/overview-of-university-benefit/.
Application Deadline: Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
Letter of Interest
Applications submitted without the required attachments will not be considered.
All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.
We acknowledge the richness
of commonalities and differences we share as a university
community; the intrinsic worth of all who work and study here; that
education is enhanced by investigation of and reflection upon
We aspire to create respect
for and appreciation of all persons as a key characteristic of our
campus community; to increase the diversity of all parts of our
University community through commitment to diversity in our
recruitment and retention efforts; to foster a spirit of openness
to active engagement among all members of our campus
We act to achieve an
environment that welcomes and supports diversity; to ensure full
educational opportunity for all who teach and learn here; to
prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/
The University of Puget Sound is an equal opportunity employer.
How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment
About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.
As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA