Department of Music Coordinator & Outreach Recruiter

Position Summary
Assists Music Department Chair faculty and students working daily within the facility by performing clerical and administrative duties as assigned. Works closely with fellow faculty members to facilitate effective recruitment strategies for potential music students for Texas Wesleyan University. This includes communication as well with the Admissions Department and its admissions addition to recruiting works on various projects to enhance community relations by creating visibility for the music department and the university as a whole.

Essential Duties And Responsibilities
Serves as receptionist for the office including: answering telephones; greeting visitors including prospective and former students; providing information; taking messages; and routing calls and visitors. Daily 60% Provides clerical support for the office including: composing typing and proofreading routine correspondence and administrative documents including all music event programs; scheduling meetings; establishing and maintaining essential files; processing incoming and outgoing mail (including e-mail & faxes); ordering and maintaining office supplies and brochures; arranging for equipment maintenance; making copies; gathering paperwork for contracts for all adjuncts; gathering recital lab music pieces for program approval; processing all expenditures (purchase orders requisitions & special requests); and assisting in special projects/events. Serves as a coordinator for Martin Hall including: scheduling all university and non-university events; conducting meetings and tours for potential rentals; assisting student workers with the sound lights and set-up and clearing the stage after performances; coordinating negotiations rental payment collections and maintaining solid relationships with community events and businesses; providing manual labor assistance in the department and other events as needed; and scheduling maintenance for all studio practice and performance pianos. Daily 15% Creating/Designing marketing material for music events including: physical flyers and social media posts. Weekly 25% Assists general communication between students faculty and university offices. Creates and maintains departmental roster and mailing labels and sends departmental mailings. Collects organizes and distributes student information to members of the department. Daily 15% Assists Wesleyan alumni with helpful knowledge and relationships on campus. Weekly 10% Maintains a current schedule of all music events. Assists the department chair with creating and updating the annual department calendar and its distribution to the various electronic bulletin boards in the area. Assists the department chair in maintaining the departmental budget spreadsheet monitoring all budget transactions and ensuring the costs do not exceed the annual budget. Assists department and students with student worker placement. Responsible for processing all student worker time sheets. Schedules and monitors the student workers work schedule. Weekly 50% Coordinates guest artists for specific performances and plans for their payment in a timely manner. Monthly 5% Prepares draft copies of all musical programs given by the department to be approved by the department chair and has final program copies printed by the Mail Center. Prepares distributes and processes faculty contracts. Responsible for regularly reporting to the music faculty strategies/procedures/progress of recruiting for scholarship auditions. Establish official scholarship audition dates for admission to the Department of Music. Work to secure and schedule students for scholarship auditions. Establish and maintain relationships with area high school music teachers. Work with admissions department to have a presence and music department representation at area college fairs. Assist and coordinate convention booths and recruiting material provided. Monthly 25% Provides technical assistance for faculty members including computer and software questions. Daily 15% Manage the Friends of Music donor group through collaboration with the office of development. As needed Manage the Friends of Music Chamber Music Series by contacting artists managing advertising through the communications department and managing ticket sales for performances. Monthly 5% In general serve as a liaison between the Department of Music and other departments in the university especially the office of alumni relations office of development and the communications department. Weekly 15% Help facilitate students travel with fund assistance for music department designated travel i.e. conventions or competitions. Monthly 5% Other duties as assigned by the Dean/Chair of Music Department. As needed Qualifications To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.