Department Assistant

Webster University

Details

Posted:

June 8, 2022

Location:

St. Louis, Missouri

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Salary:

Open

Department Assistant

Description
Assists Community Music School (CMS) Director and Assistant Director. Acts as a receptionist for inquiries and visitors, students, parents, and teachers to the Community Music School; screens and routes incoming calls to appropriate personnel; answers basic billing questions; prepares Progress Reports and maintains program spreadsheets. Communicates registration receipts to families. Reports to the Director.

Assists CMS Director and Assistant Director with correspondence, letters, and reports, including scholarship and coaches/guest artists hiring letters.

Greets visitors, students, parents, and teachers; answers telephone, email, and website inquiries. Must be thoroughly familiar with CMS programs, policies, and procedures. Screens and routes incoming calls to CMS staff.

Assists 95 faculty members; checks in and out keys for spaces and classrooms.

Answers general billing questions utilizing Bursar's function in CARS (University system). Updates student information in CARS.

Maintains Kindermusik spreadsheet (380 students) ensuring correct data entry and corresponds with families regarding registration receipt and balance due.

Assists with Scholarship Auditions: data entry, spreadsheet correspondence, and judges forms.

Schedules student recitals, faculty recitals, master classes and prepares all concert programs for 50-60 events.

Creates nametags and sign in sheets for CMS camps (300 students).

Prepares Progress reports for faculty completion for 800+ students.

Maintains Summer Camps and Suzuki Inquiry spreadsheets including data entry and receipt emails.

Updates digital calendars (LocalList, Arts and Education Arts Calendar, Regional Arts Commission Calendar, etc.)

Create CMS lobby event calendar and flyers with Community Relations Coordinator

Updates social media with Kindermusik content

Proofreads all printed brochures and flyers

Assists with CMS faculty, committee, and advisory board meeting preparation (agendas, minutes, food ordering, etc.)

Updates constant contact lists and maintains leads lists

Performs general, clerical duties such as word processing, copying, memos, mailings, and distributes daily mail. Orders office supplies.
- Tracks and submits payments and expenses through University systems.

Tracks inquiries and relays to Community Relations position to measure advertising impact.
- Provides information and reports to LGCFA staff; attends college meetings; supports CMS summer camps as needed

Location:
Community Music School-CMWG

Minimum Qualifications
Bachelors Degree. Ability to interact with visitors in a pleasant and professional manner. Knowledge of general office
practices and procedures. Knowledge of various office machines such as printers, phones, computers, etc. Experience with Microsoft Word and Excel programs, particularly mail merge function. Knowledge of phone etiquette and customer service skills. Ability to concentrate on detailed projects during numerous interruptions by telephone and walk-in inquirers. Ability to exercise important human relations skills in establishing and maintaining effective working relations with the university community.

Preferred Qualifications
3 years administrative experience; excellent customer service skills; Microsoft Office required, experience with data entry and spreadsheets; detail-orientated; music background preferred

Department
Community Music School-CMWG

Special Instructions For Applicant
Please include cover letter and resume to be considered.

Physical Demands
Within the general range of an office environment; may be required to lift up to 25 lbs. Workstation is in a shared space at the front desk at theCMSCenter in Webster Groves.Work schedule: 8:30 am - 4:30 pm, Monday-Friday

To apply, visit https://recruiting.adp.com/srccar/public/nghome.guid?c=1180715&d=ExternalCareerSite&prc=RMPOD3&r=5000852564706

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About Webster University

With its home campus in St. Louis, Missouri, USA, Webster University comprises an action-oriented global network of faculty, staff, students and alumni who forge powerful bonds with each other and with their communities around the globe. Founded in 1915, Webster is a private non-profit university with students studying at campus locations in North America, Europe, Asia and Africa and in a robust learning environment online. The university is committed to ensuring high-quality learning experiences that transform students for global citizenship and individual excellence.

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