Operations Manager - School of Music

Washington, United States
Salary Not specified
Apr 30, 2021
Position Type
Faculty Positions, Arts, Music
Employment Level
Employment Type
Full Time

Operations Manager - School of Music
University of Puget Sound
Job ID: 5767
Location: School of Music
Full/Part Time: Full-Time
Regular/Temporary: Regular

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 hall staff. Respond to building needs; collaborate with Director on major building maintenance projects; request services from Technology Services, Facilities and Media Services as needed. 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 administrative assistant; maintain continuous contact with School of Music staff (Director, administrative assistant, outreach and events coordinator, concert hall manager, music recruitment coordinator, community music, student ensemble managers and faculty assistants); act as liaison to other departments (including Registrar, Facilities, Security, DCS, Associate Deans, Academic Vice President, ASUPS, and HR). Coordinate and schedule all details involved in candidate searches for faculty positions. Schedule piano tunings and other services as needed. Provide weekly building/event updates to Facilities and the Piano Maintenance contractor. Provide back up support for other staff members, assist with administrating course evaluations. Other duties as needed.
Supervisory Responsibilities

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.

Budget Responsibilities

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.

Contract Responsibilities

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.

Required Documents:
    Resume 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.

Diversity Statement:
    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 multiple perspectives. 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 community. 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