Administrative Program Assistant
University of Oregon - Eugene, OR

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Location:
Eugene o The University of Oregon School Music and Dance (SOMD) invites applications for a full-time Administrative Coordinator of Athletic Bands (Administrative Program Assistant). This position works a flexible schedule, non-traditional work weeks, and overtime according to events and needs. Some travel and off-site work may be required.
o This is a classified position represented by SEIU local 503, Oregon Public Employees Union.
o University of Oregon positions that are at least half-time are eligible for excellent benefits, including health and dental, employer-paid retirement, and tuition benefits for employee or an eligible dependent, sick and vacation leave.
o Due to budgetary shortfalls, the person appointed to this position may be required to take unpaid furlough days between date of hire and June 30, 2013.
o This recruitment is open to any applicant who meets the qualifications listed below.

TO QUALIFY YOU MUST HAVE: ... three years of office experience which included two years at full performance level and experience generating documents; and
... lead work responsibility or coordination of office procedures.

In addition this position requires proficiency with word processing, database, and spreadsheet applications using MacIntosh computers; excellent bookkeeping and accounting skills; good organizational skills; excellent oral and written communication skills and ability to communicate effectively with individuals from diverse backgrounds and cultures.

Prefer candidates with a working knowledge of musical notation and score order of parts in band music; previous ensemble performance experience; knowledge of the UO Banner information system.

Please indicate your skills on the attached skill code sheet.

Position is subject to criminal background check.

DUTIES & RESPONSIBILITIES: This position provides administrative support for the Director of Athletic Bands and the department. Duties include:
... coordinating band performance activity and assisting in band management by arranging transportation and lodging, preparing travel advances and reimbursements, arranging purchasing and delivery and pick up of meals and beverages during the season; making out of town trips to coordinate performance logistics.
... providing administrative support for the Director of Bands and the Athletic Band Council with student recruitment for band programs and activities; attending meetings, managing Director's administrative work flow, maintaining calendars and schedules, and Festival of Bands activities.
... assisting in preparation of annual operational budgets; managing budgetary guidelines and ensuring compliance with budget expenditure limits; maintaining records of funds received and disbursed from multiple accounts; making purchases from multiple accounts; processing accounts payable and receivable requests.
... coordinating office operations and managing workflow; establishing office policies and procedures and creating and maintaining instructional guides; overseeing student office employees, and student band employees, including truck crew, uniform manager, and drum majors; directing the functions served by these students, such as ensuring that inventory, repair, maintenance, and cleaning of uniforms and instruments are completed in a timely manner.
... communicating with students, potential students, faculty, local agencies and businesses, and members of the public, regarding Athletic Band business and the dissemination of information about the University Athletic Band Program and special events.
... purchasing office supplies and equipment; maintaining office equipment; ordering and purchasing music; composing, editing, and revising correspondence; creating and proofing reports; making travel arrangements; maintaining files and records; creating, developing, and managing databases; developing and maintaining the Athletic Bands Website and overseeing all social networking activities to maintain consistent and professional web appearance.
... coordinating the athletic bands' performance schedules, keeping in contact with the Director of Athletic Promotions to ensure performance schedules are the same and all needs are met; assisting the Athletic Events Manager to obtain parking passes, staff/student credentials, stadium reservation for practices/performances.
... providing administrative support for Oregon Summer Music Camps; developing advertising materials; preparing contractual agreements; overseeing the hiring of camp counselors; purchasing, bookkeeping, processing accounts payable and receivable; coordinating registration; arranging room and board for campers and instructors; serving as a communications liaison for campers and their parents; maintaining databases; maintaining camp website and social networking activities.
... providing administrative support for fundraising activities, such as the annual Festival of Bands and annual travel and equipment fundraising drive; reserving facilities; arranging lodging, meals and transportation for adjudicators; organizing details of ticket and souvenir sales; managing the licensing, purchasing, packaging, distribution, marketing, and promotion of Fighting Duck Spirit CDs and the production, marketing, and promotion of Festival of Bands posters and mailings.

SUPPLEMENTAL QUESTIONS To assist us in making the selection for this position, please respond to the following questions on a separate sheet(s) of paper. Number your responses to correspond to the questions and describe experience and training related to each question. Make sure experience and training described in your responses are included on your application.

1. This position assists with band management and coordinates major events such as Oregon Summer Music Camps, annual Festival of Bands, and other fundraising events. Describe your experience with event coordination, including arranging travel and transportation, coordinating the details of event logistics, such as arranging for food and beverages, developing promotional materials, coordinating event registration. Indicate if you have knowledge of or experience with music.

2. Describe your experience preparing budgets, monitoring revenues and expenses, preparing fiscal reports, and processing accounts payable/receivable. Indicate experience using computer spreadsheets to maintain accounts and whether your experience includes work with the Banner financial information system.

3. Describe your experience coordinating office operations and workflow, including maintaining files and records; maintaining calendars and schedules; purchasing office supplies and equipment; and maintaining office equipment. Indicate your experience composing, word processing, editing and proofreading correspondence, reports, and other documents and your experience creating and maintaining databases.

4. This position represents the University of Oregon Athletic Band Program in communication with students, potential students, faculty, local agencies and businesses, and members of the public. Describe experience that demonstrates your ability to communicate effectively, both orally and in writing, with individuals from diverse backgrounds and cultures. Indicate if you have had experience with leadwork or supervision.

SKILL CODE SHEET: You must also fill out a skill code sheet for this position. You can pick one up at Human Resources or print one out at http://jobs.uoregon.edu/skillcode.html

University of Oregon - 22 months ago - save job
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