Program Specialist

University of Minnesota, School of Music; Minnesota; On-site; USD 76,822,000 - 87,910,000; Full time

Job summary

The University of Minnesota’s School of Music is seeking a Program Specialist (1897) to provide administrative support to the SOM Director and assistance with the undergraduate and graduate programs and admissions processes. The director’s support ensures smooth operations in multiple areas of administration and front office support, including the first point of contact for the administrative suite.

This is a 100%, in person, continuing appointment that reports to the School of Music Chief of

Qualifications

• High school diploma/GED and five years of relevant office experience.
• Customer service experience.
• Computer experience including databases, spreadsheets, and word processing.
• Proficiency with Microsoft Word, Excel, and Google Suite.

Responsibilities

• Office & Administrative Support: primary contact for the administrative suite and manage calendars, meetings, travel, and events.
• Admissions and Recruitment Support: assist with undergraduate and graduate recruiting, data management, and communications.
• Process applications and auditions communications; maintain records and materials for admissions.

Tools

Microsoft Word

Excel

Google Suite

Job description

Program Specialist

Job ID 376377

Location Twin Cities

Job Family LR-Clerical

Full/Part Time Full-Time

Regular/Temporary Regular

Job Code 1897

Employee Class AFSCME Unit 6 - Clerical

About the Job

Position Overview

The University of Minnesota’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 undergraduate and graduate programs and admissions processes. The director’s support ensures smooth operations in multiple areas of administration and front office support, including the first point of contact for the administrative suite.

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 logistics, including in-person and Zoom meetings, A-V needs, travel, hotel accommodations, and campus visits.
  
  
  • Coordinate faculty promotion and tenure cases
  
  
  • Manage the Director’s calendar, including meeting/luncheon/dinner and business travel arrangements
  
  
  • Assist the Director and Chief of Staff with special projects and administrative assignments
  
  
  • Coordinate SOM engagement activities, including handling requests for performing groups
  
  
  • 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
  
  
  • Coordinate faculty awards, including faculty travel and Monday Music proposals
  
  
  
  


• Admissions and Recruitment Support (50%)
  
  
  
  • Assist the Associate Director of Admissions with undergraduate and graduate recruiting and admissions initiatives during the academic year, including prospective student communications, event coordination, data management, and recruitment activities.
  
  
  • Assist with full-cycle admissions processes, including processing applications in Slate, troubleshooting application inquiries, entering student data, processing application decisions, and audition communications/logistics
  
  
  • Serve as the primary first-line contact for the [e-mail] email inbox, responding to inquiries and routing messages as appropriate.
  
  
  • Assist with recruitment events, including audition days, Discover Music Day, Gopher Admit Days, campus visits, and other admissions programs.
  
  
  • Maintain the School of Music Undergraduate Student Roster and related admissions records.
  
  
  • Maintain the School of Music Undergraduate and Graduate Recruit Tracker, including data entry and updates.
  
  
  • Prepare, organize, and distribute School of Music recruitment and admissions materials.
  
  
  • Provide general administrative support for admissions and recruitment initiatives as assigned.
  
  
  • Prepare and send admission and financial award letters for undergraduate and graduate recipients.
  
  
  • Administer the Fall and Spring Graduate Student Research and Travel scholarship upload process, as well as the Summer Research and Travel Fellowship scholarship upload process.
  
  
  • Process undergraduate major/minor declarations, and graduate milestones in Peoplesoft.
  
  
  • Assist with data entry and updating of Instructor Tracking document in FileMaker Pro.
  
  
  
  

Qualifications

Required Qualifications:

• High school diploma/GED and five years of relevant office experience, including project management


• Customer service experience


• Computer experience including databases, spreadsheets, and word processing


• Proficiency with Microsoft Word, Excel, and Google Suite

Preferred Qualifications:

• Excellent written and verbal communication skills


• Demonstrated ability to communicate complex policies and procedures to diverse audiences


• Office operational and administrative experience in a comprehensive School of Music or post-secondary institution preferred


• Strong organizational, multi-tasking, and time-management skills


• Demonstrated attention to detail


• Demonstrated ability to work independently and as part of a team in a high-volume and interruption-rich environment

About the Department

About the Unit

The mission of the School of Music is to understand, share, and disseminate music through creation, performance, research, and education. We are committed to excellence in all scholarly, creative, and pedagogical endeavors. We seek to provide the highest quality of professional training in music to students pursuing a broad variety of careers and offer artistic, cultural, and intellectual enrichment to the community within and beyond the University of Minnesota.

About the College of Liberal Arts

Home to the arts, social sciences and humanities disciplines and programs, the College of Liberal Arts is the largest college in the University of Minnesota and comprises 31 academic departments, and over 20 interdisciplinary research centers and administrative/support units. CLA has over 1,300 faculty and staff spanning research, teaching, advising, outreach, and administrative functions. CLA units reside in over twenty buildings on the East Bank and West Bank of the Twin Cities campus. CLA enrolls nearly 13,000 undergraduate students, over 40% of the undergraduate enrollment on the Twin Cities campus, 1,400 graduate students, and has an annual all-funds budget of $290 million.

CLA is a destination for curious, compassionate individuals who are committed to making our increasingly interdependent and diverse global community work for everyone. That foundational commitment begins in our CLA Constitution. CLA is committed to increasing enrollment of underrepresented and under-resourced students, diversifying our faculty across all disciplines, recruiting, and retaining a diverse staff, and promoting the expression and exploration of diverse perspectives and viewpoints—so that we all gain the background knowledge and analytical skills we need to understand and respect differences.

Diversity, Equity, and Inclusion in CLA

Working in CLA

The Benefits of Working at the U

Pay and Benefits

Pay Range: $26.81 - $30.68 per hour; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off


• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program


• Low-cost medical, dental, and pharmacy plans


• Healthcare and dependent care flexible spending accounts


• University HSA contributions


• Disability and employer-paid life insurance


• Employee wellbeing program


• Excellent retirement plans with employer contribution


• Public Service Loan Forgiveness (PSLF) opportunity


• Financial counseling services


• Employee Assistance Program with eight sessions of counseling at no cost


• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.