Operations Assistant, Music

The University Of Chicago; Chicago (IL); Hybrid; Full time

Job summary

An established industry player is seeking an Operations Assistant for its vibrant Music Department. This role involves providing essential financial, technological, and administrative support to enhance departmental operations. The ideal candidate will help develop best practices for purchasing and manage classroom technology, ensuring a seamless experience for faculty, staff, and students. With a hybrid work schedule and a focus on collaboration, this position offers an exciting opportunity to contribute to a renowned institution while engaging in a dynamic and supportive environment.

Benefits

Health Benefits

Retirement Plans

Paid Time Off

Professional Development Opportunities

Qualifications

• 2-5 years of experience in a related job discipline.
• Vocational training or equivalent experience required.

Responsibilities

• Manage procurement requests and vendor set-up tasks for the department.
• Provide administrative support and coordinate special projects.

Skills

Communication Skills

Problem-Solving Skills

Critical Thinking

Project Management

Office Technology Support

Education

Vocational Training or Equivalent Experience

Tools

Microsoft Office (Excel)

Oracle Cloud

Job description

Operations Assistant, Music page is loaded

Operations Assistant, Music

Apply remote type Hybrid locations Chicago, IL time type Full time posted on Posted 2 Days Ago job requisition id JR29798

Department

HUM Staff: Music Administration

About the Department

The Department of Music offers graduate degrees in composition, ethnomusicology, and music history and theory. It is recognized as one of the premier music departments in the world for composition and the academic study of music. Additionally, the Department hosts a thriving performance program encompassing four choirs, two orchestras, two jazz ensembles, a Middle East music ensemble, an early music ensemble, a wind ensemble, a South Asian vocal ensemble as well as programs in chamber music, piano and voice. The Department puts on numerous concerts, master classes, and performance residencies as well as a lecture series throughout the year and has recently launched the Chicago Center for Contemporary Composition (CCCC). The Department also has in residence several professional ensembles, which contribute variously to undergraduate and graduate student life and study.

Job Summary

Reporting to the Academic Affairs and Operations Administrator in Music, the Operations Assistant (OA) provides financial, technological, and general office support to the Department of Music. The OA will help develop best-practice procedural documents for purchasing and payments, ensuring alignment with the University’s new financial system, Oracle Cloud. Additionally, the OA will oversee department spaces, ensuring they are properly equipped and ready for use, including classroom technology, general building management, and equipment, such as chairs and music stands. As an essential member of the Department of Music’s administrative team, the OA will support faculty, staff, and students by providing the necessary resources to effectively represent the department and the university within the community and among peer institutions worldwide.

This position is 37.5 hours per week with benefits. A hybrid schedule may be available. Candidates must upload all required documents (resume and cover letter) to be considered.

Responsibilities

• Initiates and monitors all new supplier/vendor set-up tasks for the department using University Shared Services tickets and PaymentWorks.
• Manages Oracle procurement requests for faculty to include specialty sound equipment, non-catalog office supplies, and various other non-catalog goods and services as requested.
• Develops and maintains tracking tools for honoraria payments, travel reimbursement, performance fees for non-University performers, and others as requested by the Administrator, to allow for financial analysis and annual reporting.
• Submits and monitors all honoraria payments for department speakers/presenters, including for colloquium, seminar, core curriculum, and other events throughout the year.
• Assists faculty and presenters with standard classroom equipment (A/V cabinet, projector, etc.); develops help guides, tutorials, and training for new faculty/staff/graduate students.
• Works with Humanities Computing to purchase and distribute all department technology needs; troubleshoot basic computer and printing issues as needed.
• Conducts weekly tech checks of classroom/practice spaces for functionality and any needed repairs or maintenance; maintains department spaces (classrooms, practice rooms, break rooms, other shared spaces).
• Manages building key catalog and develops key borrowing procedures.
• Acts as liaison with University Facilities team to report and resolve building maintenance concerns, including basic repairs, broken lights, and emergency clean-up needs.
• Assists the Department Coordinator with event planning, event preparation, and event execution for student, faculty and staff events, acts as back-up to Department Coordinator for event and catering set-up. Please note that most events occur within the workday.
• Assists the Administrator and Department Chair with developing and implementing department best practice guides or Microsoft Forms to resolve inefficiencies and streamline information shares.
• Provides administrative support for a leader. Stays informed of activities relating to programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office.
• Triages emails and telephone calls for action. Resolves mostly routine and some complex inquiries.
• Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies.
• Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. Prepares financial and/or administrative reports.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Higher education administration.
• Purchasing and procurement.
• Building and space management.
• Project management and process development.
• Serving as a resource for office technology.

Technical Skills or Knowledge:

• Microsoft Office tools, specifically Excel.
• Oracle Cloud or similar ERP.
• Troubleshooting hardware and software problems.
• Skilled in and/or able to learn computer related technologies.

Preferred Competencies

• One of the hallmarks of the Department is that professors and students are musical experts, and therefore understand the different scholarly and creative areas represented in the Department of Music, such as music history, music theory, ethnomusicology, composition, and performance.
• Strong verbal and written communication skills.
• Handle multiple concurrent projects in a competent and professional manner while also managing details and meeting deadlines.
• Work effectively with supervision and as a part of a team, individually, or in concert with other offices and campus partners.
• Work autonomously, taking initiative and without detailed instructions.
• Maintain confidentiality/discretion at all times.
• Critical thinking skills.
• Problem-solving skills.

Working Conditions

• Office environment.
• Push carts with up to 50 lbs. of material.
• Sit at a computer for 4-6 hours.
• Periodic walking to other campus locations.
• Climbing up to 5 flights of stairs.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Administration & Management

Role Impact

Individual Contributor

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Hourly

FLSA Status

Non-Exempt

Pay Range

$25.64 - $28.21

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.