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University of North Carolina at Pembroke

Administrative Support Specialist
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Position Number: 2255444
Location: Pembroke, NC
Position Type: Secretary and Administrative Assistants

Administrative Support Specialist

Division: Academic Affairs
Department: Music
Working Title: Administrative Support Specialist - Music Office
Vacancy Type: Probationary Permanent Full Time

Min T/E Requirements:
High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

FTE: 1
Salary Range: $31,200 - $40,134
Hiring Range: $31,200 - $40,134
Position #: 363
FLSA Status: Non-Exempt
Months per Year: 12
Work Schedule: 8:00 a.m. - 5:00 p.m.
Work Schedule Type: Monday - Friday

Primary Purpose of Organization Unit:
Music Instruction

Primary Purpose of Position:
Organization of the Music unit and facilitation of recruiting, auditions, festivals, juries, evaluation forums, junior/senior recitals, accompanists, adjunct instructors, piano tuning, contracts for guest artists, music student scholarships, Music facilities, and much more.

Job Description:
Established in 1887 as a school for the education of American Indians, The University of North Carolina at Pembroke serves a distinctly diverse student body and encourages inclusion and appreciation of the values of all people. Located in the heart of Pembroke, N.C., UNCP boasts an enrollment of 8,200 in 41 undergraduate and 18 graduate programs and offers a personalized learning environment where faculty and staff are dedicated to engaged scholarship, high academic standards, creative activity and public service. Spread over 281 acres, the campus offers a sense of community and belonging--a place where faculty and staff feel supported, take pride in the university's mission, and are devoted to excellence in teaching, learning and research, and to developing leaders who make a difference in their communities.

Assists with music major recruiting, including keeping an updated list of prospective students, scheduling music major auditions, and serving as the contact person for auditioning students, including sending audition reminders.

Creates all online requisitions for all items purchased by the department. Maintains budget information and keeps spreadsheets for separate faculty allocations, state funds, and student activity fees. Manages travel forms for students and faculty. Follows the progress of requisitions so they can be converted into Purchase Orders.

Processes registration overrides for students. Processes student and faculty recital programs. Keeps track of Music Department Recital forms and concert timings. Keeps track of individual student recitals. Keeps record of all concert programs for licensing purposes and submits quarterly to ASCAP and BMI.

Prepares contracts for guest artists, staff accompanists, and temporary adjunct assignments. Facilitates completion of paperwork for new hires.

Assists with organization and facilitation of UNCP Music Festivals Honor Band, Honor Choir, Honor Jazz, Darkwater Women in Music with duties including reserving venues, sending emails, managing applications, initiating contracts, and ordering t-shirts.

Manages Music Department acceptance, scholarship, and Evaluation Forum letters, including mailing and filing.

Prepares and retains Music Department Evaluation Forum and Jury Assessment paperwork. Creates and maintains files for graduates, present and former students, and faculty. Maintains files in the Music Office of correspondence, memos, competencies, and programs of all musical events sponsored by the department.

Serves as facilities manager for reserving Moore Hall Auditorium. Maintains Music Department and Moore Hall calendar in the office. Serves as a Web Information Coordinator. Manages Music Department classroom scheduling, including room signs and master list. Checks out keys to faculty.

Greets visitors, refers them to the needed location or staff/faculty member, and provides assistance to them as necessary. Answers incoming calls promptly; directs callers to appropriate staff/faculty either in the Music Department or another department on campus.

Makes photocopies as needed. Monitors usage of department copier and other materials and equipment.

Daily email and phone communication with faculty and staff across the University, including, but not limited to, Accounts Payable, Human Resources, Purchasing, Business Services, Controller, Financial Planning and Budgeting.

Supervises a Work Study student. Posts jobs for students. Completes Student Agreement Assignments.

Make deposits and requests budget and cash transfers. Receives all purchased items when delivered by Central Receiving.

Submits online Bookstore Order Forms for adjunct faculty members.

Assists chair in maintaining records of applicants for faculty positions and in processing materials and support services for applicants.

Management Preference:
A background in Music is a substantial asset.

Lic or Certifications Required by Statute or Regulation: None

Job Opening Date: 05/07/2021
Job Closing Date: 5/28/2021
Open Until Filled:
Posting Category: Administrative Support
Posting Number: SPA00343

Special Instructions to Applicants:
This position is subject to the successful completion of an employment background check. An employment background check includes a criminal background check, employment verification, reference checks, license verification (if applicable) and credit history check (if applicable).

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

New employees are paid only by direct deposit to the financial institution of their choice. Candidates claiming Veterans Preference must attach a copy of their DD-214 as a part of the online application process.

UNC Pembroke is an Equal Opportunity Employer. The University prohibits discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibits discrimination against all individuals based on their age, race, color, genetic information, religion, sex, sexual orientation, gender identity or expression and national origin. UNC Pembroke is a VEVRAA Federal Contractor and seeks priority referrals of protected veterans for our openings.

To apply, visit https://jobs.uncp.edu/postings/7259