Job Description

Requisition Number: AS938P

Job Title: Administrative Assistant, Music Program

Pay Rate: $17.59 - $19.35

Position Type: Part?time Variable Schedule

Position Summary

The Music Program Administrative Assistant oversees the scheduling and administration of music lessons and ensembles, collaborating with staff and faculty to manage enrollments, cancellations, and space usage. This role handles faculty contracts, prepares instructor materials, supports budget and procurement tasks, and tracks program reports. Acting as the main point of contact for students, instructors, and staff, the Administrative Assistant communicates class updates and ensures smooth program operations and has the ability to use varying styles and approaches that reflect an understanding and acceptance of the role of culture in a diverse, multicultural workplace.

Essential Duties and Responsibilities

1. Oversee the coordination of music lessons and co?listed Ensembles throughout the school terms.
2. Collaborate with academic administrators and support staff to coordinate all co?listed Music Ensembles and private music lessons, including enrollments, cancellations, advertising and space usage.
3. Utilize Lumens, PeopleSoft Campus Solutions, and 25Live scheduling software to build and maintain course schedules, monitor enrollment, run queries, prepare reports, and prepare faculty contracts.
4. Utilize PeopleSoft Financials to prepare and track purchase orders, invoices, vouchers, budget transfers, and other procurement tasks for assigned program areas including annual budget development.
5. Prepare, distribute, and track completion of instructor packets including contracts, administrative instructions, rosters, grades, evaluations, and any other relevant information.
6. Serve as the departments first point of contact and liaison for faculty, staff, and students including communicating class information to students, instructors, and FCC team members.
7. Communicate class changes and cancellation decisions to all appropriate parties using standardized TLSS (Teaching, Learning and Student Success) practices.
8. Maintain regular communication with the Music Director, music instructors, and the Registration team to track and confirm student registration and class schedules through JotForms.
9. Coordinate and/or process instructor requests for classroom?related equipment and materials including researching, purchasing, and distributing supplies for classes.
10. Handle phone inquiries and respond to emails promptly.
11. Other duties as assigned.

Required Minimum Qualifications

1. Associates degree
2. Experience using Office 365/Microsoft Office
3. Two (2) years administrative support and customer service experience

Desired Qualifications

1. Experience using PeopleSoft, Lumens, or other student information databases.
2. Familiarity with community college environment
3. Excellent verbal and written communication skills

Work Schedule

Part?time variable schedule to not exceed 20 hours per week.

Full/Part Time: Part Time

Telework Eligible? Yes

Essential Personnel? No

Special Instructions to Applicants

All applications and required documents must be submitted online. Mail, e?mail, or fax submissions will not be accepted. Cover letters may be addressed to the Search Committee and should briefly address your qualifications as related to the requirements of this position.

Frederick Community College prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment. Frederick Community College, an equal opportunity employer, values engagement and belonging for students and staff and encourages members from historically under?represented groups to apply.

Non?Discrimination Statement

Frederick Community College is committed to the principles of equal opportunity and strictly prohibits discrimination against any person on the basis of age, ancestry, citizenship status, color, creed, ethnicity, gender identity and expression, genetic information, marital status, mental or physical disability, national origin, race, religious affiliation, sex, sexual orientation, or veteran status in its activities, admissions, educational programs, and employment.

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