Job Summary

Assistant to the Director will provide administrative support to the Director of the School of Music. The primary duties are to manage the Director's time and commitments; organize and track School projects; develop, maintain, and manage the School's master deadline calendar; manage School procedures as they relate to implementation of campus, college, and school policies, and implement activities as appropriate to support the overall mission of the School. For more information on the School of Music go to https://music.illinois.edu/.

Major Responsibilities

• Coordinate Travel for Director, Associate Director and School of Music guests including search candidates
• Gather data on required trip, which includes obtaining travel date, destination, purpose of trip, funding source, accommodations and travel needs, as well as conference meal plans (if appropriate)
• Purchase airline tickets, reserve rental cars and hotel accommodations
• Make restaurant reservations and arrange for catering as needed for guests including search candidates, student groups, and committees
• Communicate with visitors including search candidates concerning travel plans including arranging reserved parking and providing hang tags
• Compile itineraries for visitors including search candidates; coordinate with search committees as needed; distribute candidate’s CVs and itineraries to faculty as needed
• Update electronic calendar with flight and meeting information
• Request travel approval from the Office of the Dean of Fine and Applied Arts as needed
• Manage P-card and/or T-card transactions, I-Buy orders, and Emburse reimbursements related to School business
• Distribute travel information, agendas, meeting schedule, and CVs to all involved in the visit, including candidate
• Serve as Campus Charitable Fund Drive (CCFD) liaison

• Correspond with all who request meetings with the Director to determine appropriateness of meeting and common times available
• Schedule regular Faculty-Staff meetings; meetings of standing and elected committees such as the Executive Committee and Promotion and Tenure Committee; and other designated groups such as Area Chairs
• Manage schedules for shared meeting spaces (room 2020, 2334, Director’s Suite conference room)
• Contact faculty, staff, administrators within the School of Music and across campus with meeting requests from the Director
• Update Director’s calendar with pertinent information concerning meetings
• Prioritize meetings and rearrange schedule if needed to allow for important/critical meetings that may arise
• Send meeting invitations to all calendars involved with meetings with the Director

• Respond to requests from faculty and staff for information related to committee service and elections
• Manage elections for college and unit committees including EC, P&T, and Area Chairs; coordinate scheduling with College
• Maintain the School of Music Bylaws including updates, edits, and revisions, and upload to Canvas
• Review office files, Provost Communications, and other campus information as needed to obtain information requested

• Communicate with faculty sending deadline reminders, preparing and distributing important materials, deadlines, and other instructions
• Serve as a liaison to the College
• Convert materials to various formats including Word documents to PDFs; scanning original materials to PDFs
• Upload materials for internal and external reviewers and committees via secured websites such as Box and Interfolio
• Download DMI and ICES reports for dossiers

• Answer general inquiries via email, calls, and walk-ins from students, faculty, staff, alums, and community members
• Manage and maintain administrative and general School of Music files
• Develop and maintain annual deadline calendar for the School of Music to ensure no deadlines are overlooked
• Maintain School of Music Organizational Chart
• Maintain and distribute Faculty Handbook annually
• Attend School of Music meetings as appropriate
• Assist Human Resources as needed, including, but not limited to mandatory trainings and scheduling

• Prepare and distribute the meeting agenda as indicated by the Director and Associate Director
• Gather materials needed for each meeting and upload to Canvas
• Assist Director with preparation of PowerPoint slides as requested and run slides during meeting
• Contact presenters after each meeting and collect PowerPoints for uploading to Canvas as needed
• Make copies of handouts as needed and distribute to faculty and staff at beginning of meeting
• Coordinate visits to FAST meetings with College administrators and other guests, including confirming dates, times, and venues, and technology needs
• Send meeting reminders along with minutes from previous meeting and upcoming meeting agenda to all faculty and staff in accordance with the School of Music Bylaws
• Take attendance and minutes during each meeting
• Transcribe minutes from notes and upload to Canvas

• Plan annual Convocation ceremony including but not limited to arranging guests’ travel arrangements and honorariums, creating and proofing programs, arranging for photographers, assisting with managing graduation lists, and communicating with faculty about regalia; manage event on-site
• Assist with planning for investitures including but not limited to reserving venues, planning catering, proofing programs, ordering medallions, arranging for photographers, and coordinating guest travel
• Manage annual Faculty/Staff Recognition event in May including but not limited to reserving venues, planning catering, and ordering plaques and other physical awards

Minimum Qualifications

1. High school graduation or equivalent
2. Any one or any combination totaling 5 years (60 months) from the following categories:
   1. College course work in business, finance, accounting or a related field:
      
      • 60 semester hours or an Associate's degree equals 1 year (12 months)
      • 90 semester hours equals 2 years (24 months)
      • 120 semester hours or a Bachelor's degree equals 3 years (36 months)
      • Master's degree or higher equals 4 years (48 months)
   2. Progressively more responsible general or specialized office experience which included aspects of supervising staff or a job function, organizing, and performing duties that lead to knowledge of generally accepted office principles

Knowledge, Skills and Abilities

• Knowledge of campus structure, University policy and procedures, and the established operational practices of the School and College.
• Working knowledge of the campus staff and University offices with which the school interacts.
• Ability to be cooperative and work collaboratively with a wide variety of people.
• Effective interpersonal communication skills.
• Ability to be discrete and maintain confidentiality.
• Ability to resolve complex problems as they arise.
• Skills with systems (hardware/software), as well as data entry/processing information (i.e. Accounting, Calendar/Scheduling/Database, Word Processing, Spreadsheets, and other software.
• Ability to organize, prioritize, plan, and develop goals.