| The University of Minnesotaâ™s School of Music (SOM) is searching for an experienced Program Specialist (1897) to provide administrative support to the SOM Director and assistance with the graduate programs. The directorâ™s support ensures smooth operations in multiple areas of administration and front office support, including the first point of contact for the administrative suite. The graduate program work is directed by the Assistant Director of Graduate Studies and includes assisting with ongoing projects that facilitate students as they move through admissions, auditions, and degree milestones. This is a 100%, in person, continuing appointment that reports to the School of Music Chief of Staff. A cover letter is required for consideration.
Job Duties/Responsibilities: Office & Administrative Support (50%) - Primary point-of-contact for School of Music Administrative Suite
- Respond to inquiries, greet visitors to the administrative office, and refer to appropriate personnel
- Coordinate faculty search processes, including creating, disseminating, and tracking search-related records for the search committee. Manage search budget and logistics, including in-person and Zoom meetings, A-V needs, travel, hotel accommodations, and campus visits.
- Coordinate faculty promotion and tenure cases
- Manage the Directorâ™s calendar, including meeting/luncheon/dinner and business travel arrangements
- Assist the Director and Chief of Staff with special projects and administrative assignments
- Manage student-teacher placement data and payments in consultation with Music Education faculty. Duties include verifying all student teaching placements, managing background check notices to teacher candidates and cooperating faculty, preparing placement stipends for cooperating teachers, and communicating with respective school/district representatives
- Coordinate SOM engagement activities, including handling requests for performing groups and processing related payments
- Manage event logistics and catering for internal Director activities; e.g., donor and alumni special events, faculty retirements, staff lunches, and catering orders
- Process, stock, and order supplies, including Printing Services stationery and business card orders and special requests
- Pick up and drop off mail and other deliveries for the administrative suite
Graduate Program Administrative Support (30%) - Act as secondary contact for responding to graduate students' inquiries about advising, graduate form requirements, registration, and degree clearance questions in the graduate program email account
- Administer the Fall and Spring Graduate Student Research and Travel application processes, as well as the Summer Research and Travel Fellowship application process.
- Assist with full-cycle admissions processes, including processing applications in Slate, troubleshooting application inquiries, entering graduate student data, processing application decisions, and graduate audition communications/logistics
- Assist with updating and verifying the student roster on an annual basis, entering data for incoming graduate students, and ensuring accuracy
- Update and maintain the Studio Tracker each semester, including adding incoming graduate students, removing graduated/discontinued graduate students, and verifying data for current graduate students.
- Review and revise emails and messaging for incoming graduate students
- Post and update information related to the Welcome Week schedule, placement exams, approved Musicology and Theory graduate courses, and other relevant materials on the Intranet before the fall semester. Help prepare, plan, and facilitate Welcome Week presentations and activities
- Update and maintain the Studio Tracker each semester, including adding incoming graduate students, removing graduated/discontinued graduate students, and verifying data for current graduate students
- Assist with the annual update of Music-specific graduate advising materials
- Collect and organize graduate student data for the annual NASM (HEADS) data project
- Assist with other graduate program duties as assigned by the Graduate Program Coordinator if capacity allows
Departmental Fiscal Support (20%) - Serve as a resource for PEAK-impacted fiscal services and other financial transaction requests for SoM personnel
- Serve as the Chrome River Navigator. The navigator is trained to provide hands-on support to help staff reconcile their out-of-pocket and Travel Card expenses via the Chrome River expense module
- Initiate requests via the TDX ticketing system for supplies and equipment purchases and vendor purchase orders
- Reconcile UMarket orders
- Process cash and foundation deposits
- Collaborate with faculty on Professional Services Information Sheet (PSIS) and Statement of Work for Professional Services requests
- Research and communicate complex fiscal policies and procedures to ensure compliance. Independently initiate inquiries and resolve problems as needed
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