Outreach and Engagement Coordinator, Bearcat Bands, Student Affairs

University of Cincinnati; Cincinnati (OH); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Tuition remission

Retirement plans

Paid holidays

Job summary

The University of Cincinnati Bearcat Bands seeks an Administrative Specialist to support front desk duties, mail, and general office operations. You will greet guests, route inquiries, assist with forms, and help manage band program communications.

You will also handle scheduling for rehearsals and events, maintain records, and coordinate with campus partners to ensure smooth operations. A Bachelor's degree and relevant experience are required.

Qualifications

• Front Desk Reception and Customer Service duties including greeting visitors and directing them appropriately.
• Communications tasks such as answering phones, routing inquiries, and managing messages.
• Administrative support including data entry, file organization, and basic document prep.

Responsibilities

• Greet visitors and provide information about the band program, facilities, and services.
• Manage deliveries, mail, and office supplies; maintain logs where needed.
• Assist with scheduling of appointments, auditions, rehearsals, and events.
• Maintain digital and paper files; support budgeting and financial reporting as needed.
• Collaborate with campus partners and staff; ensure compliance with policies.

Skills

Customer service

Office administration

Data entry

Scheduling

Education

Bachelor's Degree

Job description

Next Lives at the University of Cincinnati

Founded in 1819, the University of Cincinnati ranks among the nation's best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000 living alumni, UC, a Carnegie 1 institution, combines research prowess with a physical setting The New York Times has called \"the most ambitious campus design program in the country.\" UC's momentum has never been stronger as the anchor of the Cincinnati Innovation District, the oldest cooperative education (co-op) program in the country with students earning $94 million annually through paid experiences, an academic health system, and as a member of the Big 12 Conference. The university contributes $10.6 billion in economic impact to the city and $22.7 billion to the state of Ohio. At UC, next is all of us. Learn more at uc.edu.

About The Bearcat Bands

The Bearcat Bands are a comprehensive campus band program providing educational opportunities, artistic expression, and leadership development programs to students through music. Ensembles of the Bearcat Bands include the spirit band program (Marching Band and multiple Basketball Bands), multiple Concert Bands, Jazz Ensembles, various Brass, Woodwind, and Percussion Ensembles, and various educational clinics. Our Marching Band integrates a contemporary Color Guard and Twirlers. We achieve tradition through innovation and are passionate about our band, campus, and city. Our membership is open to every enrolled student at the University of Cincinnati, including all satellite campuses, as well as students attending regional Strategic Ohio Council for Higher Education (SOCHE) schools. Participation in the program is by placement audition. We have opportunities along the entire spectrum of musical experience.

Job Overview

Manage, design, develop, modify, and present processes and programs that facilitate positive member engagement along the entire spectrum, from new to current to alumni.

Essential Functions

• Front Desk Reception and Customer Service
  • Serve as the first point of contact for visitors, prospective and current students, families, vendors, and the general public.
  • Direct visitors to appropriate spaces; provide parking and access information.
  • Greet all guests in a professional, courteous manner and provide basic information about the band program, facilities, and services. Common topics include auditions, rehearsals, performances, and policies. Route complex inquiries to the appropriate staff member.
  • Guide prospective, current, and alumni members through university processes and the physical campus as needed.
  • Assist with basic forms, sign ups, and access to band resources of all sorts.
• Communications
  • Answer and respond to phone calls and other communications platforms with clear consistency. Take and relay accurate messages as needed.
  • Monitor shared email and other communications accounts and respond to inquiries in a timely, courteous way. Forward specialized and recurring questions to appropriate personnel.
  • Maintain uptodate voicemail and outofoffice messages.
• Deliveries and Mail
  • Order, receive and sign for, and route deliveries. Common examples include instruments, uniforms, equipment, office supplies.
  • Sort and distribute incoming mail; prepare outgoing mail and packages as needed.
  • Maintain a simple log of highvalue or timesensitive deliveries. File and maintain paperwork.
• Administration and Recordkeeping
  • Maintain organized digital and paper files.
  • Assist with data entry and processing. Common examples include contact lists and rosters, course registrations, attendance logs, and instrument checkout and repair records.
  • Monitor and restock office and educational supplies.
  • Provide general clerical support (copying, scanning, basic document preparation).
  • In collaboration with staff, requested financial assistance may include budget maintenance, preparing contracts, making and monitoring expenditures, and preparing financial reports.
• Scheduling and Calendar Support
  • Assist with scheduling appointments, auditions, and meetings using the office calendar system.
  • Post and update rehearsal schedules, office hours, and event notices in online platforms.

Essential Functions (cont.)

• Event Support
  • Provide coverage during key times such as rehearsals, performances, and other events as assigned. These hours often occur in the early mornings or late evenings. Some are based on athletic schedules beyond our control and announced with little advance notice. A flexible approach to daily working hours is required.
  • Help distribute and collect signin sheets, forms, and basic event materials.
  • Assist with special projects, recruitment mailings, or outreach efforts related to the band program.
  • Ensure technology necessary for event completion is maintained and ready for use.
• Facility Access and Basic Security
  • Monitor traffic in and out of the band office and adjacent spaces; ensure only authorized individuals access our areas.
  • Follow established procedures for opening and closing the facility, including securing doors, equipment, and confidential materials.
  • Report maintenance, safety, or security concerns to the appropriate university office.
• Collaboration
  • Act as liaison to internal departments, external entities, and community organizations.
  • Work closely with campus partners to frequently schedule shared spaces and navigate complex logistics.
  • Participate in meetings and trainings as needed.
• Compliance and Confidentiality
  • Handle student information in accordance with(Family Educational Rights and Privacy Act) and UC policies.
  • Maintain confidentiality of sensitive conversations and documents encountered at the front desk.
  • Provide information that is accurate and consistent with band policies, procedures, and university guidelines.
  • May provide direct and/or indirect supervision to exempt and non-exempt staff (i.e., hiring/firing, performance evaluations, disciplinary action, approve time off, etc.).
  • Perform related duties based on departmental need. This job description can be changed at any time.

Required Education

• Bachelor's Degree.
• Seven (7) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.

Required Experience

• Three (3) years of relevant experience

Additional Qualifications Considered

Performing and/or Instructional experience in outdoor and/or indoor band ensembles.

• Prior band ensemble administrative experience

Physical Requirements/Work Environment

• Office environment/no specific unusual physical or environmental demands.

Compensation and Benefits

UC offers an exceptional benefits package designed to support your well-being, financial security, and work-life balance. (UC Benefits) Eligibility may vary by position and FTE status. Highlights include:

Comprehensive Tuition Remission

UC provides tuition remission for you and your eligible dependents, covering tuition costs for nearly all undergraduate and graduate programs offered by the university.

Robust Retirement Plans

As a UC employee, you won't contribute to Social Security (except Medicare). Instead, you'll choose between state pension plans (OPERS, STRS) or an Alternative Retirement Plan (ARP), with UC contributing 14-18% of your salary based on position.

Real Work-Life Balance

UC prioritizes work-life balance with a generous time-off policy, including:

Vacation and sick time

11 paid holidays and additional end-of-year paid time off (Winter Season Days)

6 weeks of paid parental leave for new parents

Additional Benefits Include

• Competitive salary based on experience
• Comprehensive health coverage (medical, dental, vision, prescription)
• Flexible spending accounts & wellness programs
• Professional development & mentorship opportunities

UC is an E-Verify employer. If hired into this position, you will be required to provide satisfactory proof of employment eligibility by providing acceptable, original forms of identification for employment verification via the Federal I-9 employment verification process.

Equal Opportunity Employer. Building a workplace where all qualified applicants will receive consideration for employment, including Individuals with Disabilities and Protected Veterans.

REQ: 103612