ACM Administrative Assistant I-ACMEG

Position Title:

ACM Administrative Assistant I

Position Overview:

Performs general administrative and office support activities; may support faculty, professionals, or a team. Performs word processing and data entry. Maintains file system and department or customer records. Prepares reports and presentation materials and makes copies. Receives and responds to correspondence, manages multi-line telephone system, and manages department email inbox. Receives and directs visitors and may perform customer service-related duties. Sets up for meetings and events, books appointments, manages calendars and/or event spaces. Generates basic reports, transcribes minutes from meetings, and conducts general research. May handle confidential information.

Department Specific Essential Job Functions:

Offices on 1st floor in ACM Welcome Center (1st stop for all visitors to building). Greets visitors, providing assistance and direction to the appropriate office or administrative staff member.

Schedules and facilitates all tours with prospective students and guests tailoring to each specific interest.

Serves as main contact for all incoming packages/deliveries and verifies physical receipt of incoming goods and reports to Business Manager for processing. Checks mail daily and delivers to appropriate staff/faculty member.

Assists in managing the daily operations of the office to include answering all incoming general inquiries for the Academy of Contemporary Music, distributes messages and provides assistance with inquiries and problems as required. Assists CEO with correspondence and Business Development Center needs.

Assists Business Manager with processing faculty/student parking permit requests.

Assists with coordinating student worker schedules with appropriate supervisor. May supervise student workers if needed, but not staff positions.

Serves on Recruitment Committee for ACM. Facilitates and attends school visits/events to recruit prospective students. Identifies feeder schools. Establish, coordinate and maintain contact with target schools, colleges, universities and community partners. Develop and maintain individualized interrogative knowledge portfolios for all prospective students and target schools, colleges, universities and community partners.

May be required to work flexible hours 20% of the time, which may include some evening and weekend hours.

Assists with events to include day/evening/weekend events. Includes planning, setup, cleanup, etc.

Assists with aggregating information for social media posts.

Organizes and prepares tracking chart for the Student Perception of Instructional Effectiveness (SPIE) survey forms for distribution to faculty. Maintains ACM copy of SPIE results in conjunction with Assistant Director.

Serves on Curriculum Committee for ACM with responsibility of providing administrative support for all curriculum related tasks to include compiling proposals for submission and preparation and maintenance of tracking sheets as required.

Assists with ACM's class schedule and adjunct salaries during schedule build, submission of course syllabi and faculty office hours for all ACM faculty to the Office of Institutional Effectiveness and maintains ACM copies in conjunction with the Assistant Director and Business Manager each semester and annual updating of undergraduate catalog entries for ACM.

Assists with prospective student application process and serves as main contact for all inquiries and troubleshooting.

Assists with compiling annual faculty evaluation packets for submission to the Dean's Office in conjunction with Assistant Director and Business Manager and may provide assistance to CEO during the annual evaluation process.

Schedules and coordinates staff/faculty meetings as well as on and off campus prospective student events. Prepares correspondence, agendas and meeting minutes.

Assists with ACM@UCO Student Leadership program and assists with other student groups as needed.

Performs other related duties assigned.

Qualifications/Experience Required:

Performs administrative or manual tasks. Requires general education or vocational training or equivalent combination of education and experience. Proficient with Apple products (ACM@UCO is an all Apple facility).

Qualifications/Experience Preferred:

Experience in higher education environment and knowledge of Banner software program preferred.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.