Program Assistant / Berklee Global Jazz Institute

Job Description:

Under the supervision of the Berklee Global Jazz Institute (BGJI) Managing Director, the Program Assistant is responsible for the daily operations of the Institute, including the implementation of efficient office and organizational systems for use by students, faculty, and staff. The Program Assistant performs regular office duties as needed by the program, supervises student employees, coordinates the scheduling of institute classes and student registration in those classes, arranges for guest artist visits and payments, communicates with other departments/programs, collecting and providing information about BGJI processes/classes/events as needed, performs travel and event booking, and assists with general BGJI business and events.
ESSENTIAL FUNCTIONS/PRIMARY DUTIES AND RESPONSIBILITIES:

• Performs regular office duties as needed by the Institute including ordering and managing office supplies within the annual budget, filing, copying, scheduling printer maintenance, keeping stock of required forms, answering telephone/email/in-person enquiries, processing incoming and outgoing mail/packages, coordinating room assignments for rehearsals and special events, communicating weekly faculty and artist schedules, and overseeing the general office maintenance and security.
• Provides services to the Managing and Artistic Directors including taking minutes at faculty meetings, filing Institute Add Comp, booking appointments, arranging meetings and events, spreadsheets for scheduling, service, printing and updating of advising materials.
• Compiles and collects information about BGJI classes/events/travel/activities and communicates that information with other Departments/Staff, meeting deadlines for information requests from Academic Scheduling, Performance Division, Graduate Studies, Campus Business Services, Budget Office, Academic Affairs, and other areas as needed.
• Tracks and monitors BGJI spending and provides reports of expenses and spending projections to Managing and Artistic Directors, as well as Performance Division Programs Director upon request, Alerting BGJI Directors and Performance Division Programs Director (who has immediate oversight of the budget) to any activities that would push the institute over budget. • Assists with Institute class scheduling; compiling faculty schedules, coordinating room assignments, creating waivers, and registering graduate and undergraduate students for BGJI classes, and collaborating with Graduate Studies, Academic Scheduling, Office of the Registrar, Performance Division chairs, directors, and staff to make sure tasks are completed efficiently and within deadlines.
• Handles special event and visiting artist logistics including creation and printing of promotional materials, room and venue booking, artist and donor hospitality, booking event photography, poster design, online promotion, liaison with artist reps, collection of W-9 info and arranging payment of honoraria, arranging hotels and other services.
• Arranges travel for BGJI trips including domestic and international travel and local outreach trips, gathering student information and submitting trips for approval, overseeing completion of travel waivers by students, requesting per diems, coordinating with Berklee approved travel agents to book travel and stay within budget.
• Provides services to students (answering phone/email/in-person enquiries, arranging for students to meet with the directors and faculty, providing any required forms, entering waivers into Colleague, liaising with the Office of the Registrar and Academic Scheduling on registration issues, appropriate posting of information on bulletin boards and web pages.)
• In collaboration with the Managing Director, hiring and supervising student employees (training, assigning work, monitoring results, monitoring/approving timesheets, and giving evaluations.)
• Oversees and conducts BGJI communications (telephone/email/in-person) with students, faculty, staff, guest artists, and prospective students.
• Updates the department web site and department social media and event pages.
MINIMUM JOB QUALIFICATIONS:

• Bachelors’ Degree or equivalent
• 3-5 years of experience in performing arts, non-profits, or equivalent
• 1-2 years of experience in higher education is preferred KNOWLEDGE REQUIRED:
• Demonstrated knowledge of event management or concert production
• Proficiency with Microsoft Office Suite or Google Workspace
• Knowledge of basic WYSIWYG web editing, and comfort with creating posters and/or social media event graphics using software such as Word, Powerpoint, Photoshop, or Canva.com
• Preferred, understanding of arts administration, musical terminology, artists, styles, instruments, etcetera,
SKILLS AND ABILITIES REQUIRED:

• Possesses exceptional organizational skills with high attention to detail and accuracy; ability to take direction and carry out work responsibility without direct supervision.

• Demonstrated ability to manage and prioritize multiple concurrent projects and events.

• Ability to work independently, prioritize tasks, meet the deadlines of complex projects, and exercise good judgment for the benefit of the college.

• Flexible, adaptable, and results-oriented; proven ability to thrive and succeed in a creative, changing, and fast-paced environment

• General office administrative skills including meeting scheduling, filing, document creation, transcribing, and phone handling.

• Strong interpersonal skills to assist students, visitors, faculty and Institute directors in dealing with Institute business

• Ability to listen and communicate effectively with large international student population

• Ability to effectively supervise work-study students.

• Demonstrated capacity to develop and maintain positive and effective working relationships with individuals and organizations reflecting a broad range of identities, perspectives and experiences.

• Commitment to confidentiality when handling sensitive personal information of students, faculty, staff, and guest artists.
SUPERVISORY RESPONSIBILITIES:
• Supervise 5-10 BGJI Student Employees, as well as students hired for special concerts and events.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee : 

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.  Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at [email protected] or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*

Employee Type:
Staff