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Administrative Assistant IV - Music Department (.92 FTE)

Wesleyan University
Connecticut, United States
Salary Not Specified
Posted Date
May 17, 2022

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Position Type
Administrative, Academic Affairs, Academic Administration, Other Academic Affairs, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
Reporting to the Chair of the Music Department, the administrative assistant will work independently to provide administrative support to the Chair, faculty, staff and students.

Responsibilities include:

  • Provide support for faculty searches, tenure and promotion cases, colloquia and special projects as needed.
  • Maintain confidential files for faculty, department, and programs.
  • Maintain databases and generate reports and mailing lists; maintain calendars and organize meetings; manage office correspondence and procedures; and, greet and work with students, faculty, visitors and other constituencies.
  • Manage and monitor department budget; process payroll, A/P vouchers, travel reimbursements, and other financial transactions.
  • Coordinate logistics for speakers, colloquia, receptions, and other department events, to include scheduling, publicity, room reservations, travel and catering arrangements, and related activities.
  • Serve as Graduate Student Program Coordinator: point of contact for applicants; facilitate application process; coordinate and administer language exams; maintain graduate student files; coordinate oral exams and PhD defenses; update graduate catalog information and Peterson’s Guide; liaison with Graduate Student Office as needed.
  • Assist with the management of the key fob inventory and programming for practice rooms.
  • Update and maintain the department website.
  • Hire, train, supervise student workers.
  • Perform additional duties as assigned.

This position is in the secretarial/clerical bargaining unit. This position is a .92FTE and works reduced hours during the summer.
Minimum Qualifications
Associates Degree and a minimum of six year related experience or an equivalent combination, of education, training and experience. Demonstrated attention to detail.
Demonstrated expertise in Word, Excel and Email.
Previous experience using webpage management applications.
Proven ability to manage multiple tasks.
Preferred Qualifications
Previous budget management and Slate experience.
Special Instructions to Applicants
Application close date is June 3, 2022
Additional Information
Any and all offers to external applicants for an administrative assistant or union position are contingent on the candidate’s completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University.

Wesleyan requires all employees to be vaccinated against Covid 19 unless they meet the criteria for a medical or religious exemption. New employees must be vaccinated prior to their start date. If an employee needs an exemption for medical or religious reasons, they must submit a request to Wesleyan and be approved before their start date.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504, or any other non-discrimination policies should be directed to: Alison Williams, Vice President for Equity & Inclusion/ Title IX Officer, 860-685-3927,

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