Administrative Assistant

NEWBERRY COLLEGE; Newberry (SC); On-site; USD 36,000 - 48,000; Full time

Job summary

Newberry College is seeking an Administrative Assistant to provide primary administrative support for the Department of Music in Newberry, SC. The role focuses on coordinating daily operations, delivering excellent customer service to students, faculty, alumni, and partners, and ensuring smooth academic program activities.

The successful candidate will have strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a collaborative

Qualifications

• Associate degree required; bachelor’s degree preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Proficiency with Microsoft Office 365, including Word, Excel, Outlook, and Teams.

Responsibilities

• Serve as the first point of contact for the Department of Music by welcoming visitors, answering phones, responding to emails, and directing inquiries appropriately.
• Provide administrative support to the Department Chair and faculty.
• Maintain departmental calendars, schedules, and meeting logistics.
• Prepare correspondence, reports, agendas, meeting minutes, and other departmental documents.
• Coordinate office operations and maintain organized departmental records.
• Order and maintain office supplies and instructional materials.
• Support faculty with course-related administrative tasks.
• Maintain student records and departmental files in accordance with institutional policies.
• Assist with student worker hiring, scheduling, training, and supervision.
• Assist prospective and current students with departmental questions.
• Coordinate student communications regarding departmental events, deadlines, and opportunities.
• Maintain scholarship and audition records as directed.
• Coordinate logistical support for concerts, recitals, ensemble performances, guest artists, clinics, workshops, and departmental events.
• Reserve performance venues, classrooms, rehearsal spaces, and equipment.
• Assist with concert programs, promotional materials, and event communications.
• Coordinate hospitality arrangements for guest clinicians, adjudicators, and performers.
• Maintain the departmental performance calendar.
• Assist with recruiting events, auditions, campus visit days, and scholarship auditions.
• Process purchase requisitions, invoices, travel reimbursements, and other departmental financial documents.
• Monitor departmental budgets as directed by the Department Chair.
• Maintain inventory of departmental equipment and supplies.
• Coordinate maintenance requests for classrooms, rehearsal spaces, instruments, and equipment.

Skills

Communication

Organizational skills

Time management

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Job Details: Job Location: Newberry College - Newberry, SC, Position Type: Full Time, Education Level: 2 Year Degree, Salary Range: Undisclosed,

The Administrative Assistant serves as the primary administrative support professional for the Department of Music. This position is responsible for coordinating the daily operations of the department while providing exceptional customer service to students, faculty, prospective students, alumni, and community partners.

The administrative assistant works closely with the Department Chair and faculty to ensure the efficient operation of academic programs, ensemble activities, concerts, recruitment initiatives, and departmental events.

The successful candidate will possess strong organizational skills, excellent communication abilities, attention to detail, and the ability to manage multiple priorities in a collaborative academic environment.

JOB FUNCTIONS:

Administrative Support

• Serve as the first point of contact for the Department of Music by welcoming visitors, answering phones, responding to emails, and directing inquiries appropriately.
• Provide administrative support to the Department Chair and faculty.
• Maintain departmental calendars, schedules, and meeting logistics.
• Prepare correspondence, reports, agendas, meeting minutes, and other departmental documents.
• Coordinate office operations and maintain organized departmental records.
• Order and maintain office supplies and instructional materials.

Academic Support

• Support faculty with course-related administrative tasks.
• Maintain student records and departmental files in accordance with institutional policies.
• Assist with student worker hiring, scheduling, training, and supervision.
• Assist prospective and current students with departmental questions.
• Coordinate student communications regarding departmental events, deadlines, and opportunities.
• Maintain scholarship and audition records as directed.

Events and Performances

• Coordinate logistical support for concerts, recitals, ensemble performances, guest artists, clinics, workshops, and departmental events.
• Reserve performance venues, classrooms, rehearsal spaces, and equipment.
• Assist with concert programs, promotional materials, and event communications.
• Coordinate hospitality arrangements for guest clinicians, adjudicators, and performers.
• Maintain the departmental performance calendar.
• Assist with recruiting events, auditions, campus visit days, and scholarship auditions.

Financial and Operational Support

• Process purchase requisitions, invoices, travel reimbursements, and other departmental financial documents.
• Monitor departmental budgets as directed by the Department Chair.
• Maintain inventory of departmental equipment and supplies.
• Coordinate maintenance requests for classrooms, rehearsal spaces, instruments, and equipment.

Additional Responsibilities

• Maintain confidentiality of student and personnel information.
• Assist with accreditation, assessment, and institutional reporting activities.
• Support commencement, honors events, auditions, orientation, and other College functions.
• Perform other duties as assigned by the Department Chair.

Qualifications:

Associate degree required; bachelor's degree preferred. Minimum of two years of administrative support experience, preferably in higher education or a comparable professional setting. Excellent written and verbal communication skills. Strong organizational and time management abilities. Proficiency with Microsoft Office 365, including Word, Excel, Outlook, and Teams. Ability to prioritize multiple projects while meeting deadlines. Ability to work independently and collaboratively.

Newberry College does not discriminate against any person or group on the basis of age, color, disability, gender, pregnancy, national origin, race, religion, sexual orientation, veteran status or genetic information. Newberry College is building a culturally diverse faculty and staff committed to working in a multicultural environment and encourages applications from people from diverse identities and backgrounds.

E-Verify:

Currently the college uses E-Verify for employment verification. E-Verify is an internet-based system that compares information entered by an employer from a n employee’s Form I-9 (Employment Eligibility Verification) to records available to the US Department of Homeland Security and the Social Security Administration to confirm employment eligibility.

College Employment Policy

This job description reflects the general details considered necessary to describe the principal functions of the job identified and shall not necessarily be construed as a detailed description of all the work requirements that may be inherent in the job. Job descriptions do not constitute an employment agreement or contract of employment, expressed or implied. Unless designated in writing and signed by the College President, all College employees are considered to be “EMPLOYED AT WILL.” Newberry College reserves the right to change, alter and amend job descriptions, functions and duties at the pleasure of the College President or Board of Trustees.