Job No: 497084 Position Type: full-time Location: Lewisburg, PA Categories: Other, Clerical / Support, Academic Affairs
The Academic Assistant provides essential support to faculty in the Music department. The Academic Assistant is responsible for broad oversight in administering the department including clerical, student support and faculty coordination duties including events and special projects. May perform duties of a sensitive and confidential nature. This position reports to the faculty Department Chair and works under the coordination of the Lead Academic Assistant. This person may supervise student workers.
Job Duties: -Provides administrative support overseeing daily operations of the department including purchasing supplies and maintaining inventory, processing purchase orders, maintaining confidential records, assembling course materials, modifying course catalog, and preparing brochures and other department related tasks. Serves as the department's key coordinator. -Serves as the main point of contact for operations of the department both internally and externally to the University including relevant policies and procedures. Demonstrates exceptional customer service skills such as tact, professionalism, teamwork and friendliness. -Coordinates special events for department including symposia, conferences, field trips, performances, etc. Arranges student and guest speaker travel; processes honorariums. Coordinates preparation, setup and logistics for these events/functions. -Administers the department/unit's budget, including monitoring and tracking expenses for items paid and pending payment, budget reconciliation, resolving issues, and assisting with developing budget projections, collecting information for budget development. Ensures accuracy and compliance with approved budget. Processes purchase orders, check requisitions, and travel advances. -Arranges and processes payroll records and stipends for students and assistants working for the department. -Schedules and summarizes confidential student course evaluations (may include proctoring). -Assists with faculty orientation and office set up. Assists with tenure reviews (and others as necessary to department and college) including, but not limited to, coordination of student and DRC comments. -Responsible for the administrative support for faculty recruitment search procedures, including online search, travel arrangements and schedules for interviews. Processes all materials (postings, applicant files, etc.) for department searches. Serves as the liaison with Human Resources in searches. -Plans own workload, prioritizing key tasks, and ensures the appropriate allocation of time and effort to proactively achieve the required results while working independently. -Supports accreditation and assessment reviews. -Performs all duties and responsibilities using current processes, applications, and technology.
Department Specific Duties: -Provides layout/design and production of posters and programs for Department of Music performances (approx. 100 per academic year). -Coordinates guest performances, including producing contracts, check requests, travel and lodging arrangements and meals and completing reimbursement documents. -Manage Sigfried Weis Music Building, including review/approval of all requests for use of Music Building spaces, scheduling department events, and monitoring and maintaining the very critical building climate (temperature and humidity).
Minimum Qualifications: -High school diploma/GED and two to three years of administrative/office experience -Computer and software knowledge including word processing, spreadsheet, email and calendaring applications -Strong written and verbal communication skills -Exceptional customer service skills, strong attention to detail and ability to prioritize deadlines and successfully manage multiple priorities. -Ability to handle sensitive confidential information in a responsible and appropriate manner -Proactive approach to projects, problem solving, communication needs, and planning -Must be able to work independently as well as in a team environment -Demonstrated ability to positively interact with a wide range of individuals and a commitment to diversity and inclusiveness -Ability to adapt to the ever-changing needs of an educational environment (new technology, policies, personnel, procedures, etc.) including the willingness to develop and apply new skills
Physical Demands: -Ability to lift and carry up to 25 lbs -Must be able to remain in a stationary position for extended periods of time.Sit at computer and use mouse and keyboard for long periods of time. -Must be able to move about the office to access file cabinets and office machinery such as copiers and printers. -Work in a demanding environment with multiple competing deadlines and frequent interruptions.
Work Type: This is a full-time, 10-month, 35 hour per week, non-exempt, benefits eligible position.
Bucknell University is a private, highly ranked, national liberal arts institution that offers strong professional programs in engineering, business, education, and music. Located in Central Pennsylvania along the Susquehanna River, Bucknell is nestled in the Borough of Lewisburg, an appealing Victorian-style town ranked as one of America's best small towns. Lewisburg and the surrounding region offer a unique combination of outdoor recreation opportunities, small-town charm, and amenities such as restaurants, art galleries, an art deco theater, museums, and boutiques. In addition to the many cultural and athletic events offered by the University and the Borough, the surrounding region offers outstanding schools, medical facilities, and an affordable cost of living. For those who crave the city, Bucknell is within an easy three-hour drive to Philadelphia, New York, Baltimore, and Washington, D.C. Bucknell University, an Equal Opportunity Employer, believes that students learn best in a diverse, inclusive community and is therefore committed to academic excellence through diversity in its faculty, staff, and students. Thus, we seek candidates who are committed to Bucknell's efforts... to create a climate that fosters the growth and development of a diverse student body. We welcome applications from members of groups that have been historically underrepresented in higher education.