Administrative Associate

Job Description:

7 Most Important Job Responsibilities for New Hire
- Hiring, scheduling, training, and supervising the PWC front desk student employees.
- Scheduling and coordinating training sessions for the student employees in regards to daily job responsibilities, PWC office operations, and collecting project band charts.
- Having a music background and an understanding of concert scores, transposition of instruments, and chart preparation.
- The ability to communicate effectively and assist over 130 Faculty, and Staff and Berklee students. (Including updating office hour changes on a daily basis). Additionally, collaborating with the Senior Administrative Associate on a daily basis to provide updates to office hour changes and any student employee scheduling issues.
- Serve as Frontline Coordinator for Professional Writing Center business.
- Manage the mail delivery pickup and drop off for WTD Faculty and Staff.
- Book Teacher/Student Conference Rooms for faculty for directed study and office hours.

Manages, oversees and coordinates all frontline activities for the Professional Writing and Music Technology Division front desk in 150 Mass Ave., providing an efficient and professional point of contact for over 130 faculty members and a large student body. Answers student questions and make appropriate referrals to chairs/faculty/other departments.

 

Manages and supervises 8-12 student employees, including hiring, training, and evaluating them on a yearly basis. Provides in-depth training in customer service related skills and professional development opportunities for student employees. Responsible for approving student timesheets and managing the student employee budget.

 

Along with the Senior Administrative Associate (P-0002700) provides broad administrative support for 3 Department Chairs, 3 Assistant Chairs, and faculty in the Composition, Contemporary Writing & Production, and Harmony and Jazz Composition departments. Manages scheduling of the Professional Writing Center’s large faculty conference room and 2 student-teacher conference rooms located at the PWC for faculty and staff within the division and college-wide meetings. Serves as a content manager for the division by creating events, master classes, and clinics online that are not scheduled with Concert Halls Operations. Additionally, posts online announcements and course offerings for 2 Departments (Contemporary Writing and Production and Composition) and submits major news/announcements to Student and Staff and Faculty newsletters.

 

In the absence of Senior Administrative Associate (P-0002700), orders and distributes supplies for faculty and staff within the division with offices in the Professional Writing Center and in 155 Mass Ave., 2nd and 3rd floors and coordinates weekly paper deliveries for 4 copiers at the PWC and 4 copiers at 155 Mass., Ave. 2nd and 3rd floors faculty suites. Additionally, programs, maintains, and updates the Professional Writing Center lobby display with the Project Bands schedule, event information, and announcements.

 

  

 Essential Duties and Responsibilities: 

Provides coverage of the Professional Writing Center front desk at all times, either by supervision of desk student employees or by self.

2) Interviews and hires between 8-12 student employees per semester to work at the PWC front desk. Uses Informer and Excel or Google sheets to create semester work schedules for student employees; coordinates student employees’ schedule changes on a daily basis.

3) Trains student employees in customer service related skills in order to work efficiently to provide a high quality experience for the student body and over 130 divisional faculty.

4) Maintains and updates Student Employee Operations Manual, detailing procedures and policies as pertinent to the PWC desk.

5) Designates and trains student employee supervisor.

6) Conducts yearly student employment evaluations, while also providing daily feedback and addressing issues as needed.

7) Manages student employee budget.

8)   Provides regular training sessions for the front desk student employees in order to go over important changes, go into detailed training, and present new topics for professional development.

9)   Creates and updates Google calendars for student employee schedules.

10) Refers students to the appropriate Chairs and/or faculty for general office hours and provides up-to-date information to students on issues relating to registration (population and pre-requisite waivers and late add/drop), general academic advising, credit by exam, grade changes and grade conflict resolution, advanced placement, incompletes, withdrawals, change of levels, extra help harmony sessions, and directed study.

11) Offers assistance and answers questions from incoming students during check-in week.

12) “Problem-solves” and handles external and internal frontline inquiries/communications/referrals regarding divisional and departmental business.

13) Responsible for posting of faculty office hour cancellations as well as daily changes/updates to faculty and Chair office hour information for students.

14)  In charge of twice daily mail pick-up and delivery for division.

15) Monitors student sign-up and submission of projects for composer/arranger workshops (project bands).

16) Assists CAW Manager with project bands – printing labels, collecting projects, designating tasks to student employees.

17) Keeps the front desk updated with the Teacher’s Where’s each semester and stocked with needed material (labels, forms, supplies), and manages front desk computer issues.

18) In the absence of Senior Administrative Associate (P-0002700), programs, maintains, and updates the Professional Writing Center lobby display with the Project Bands schedule, event information, announcements and official campus notices.

19) In the absence of Senior Administrative Associate (P-0002700) orders and distributes supplies and coordinates weekly paper deliveries for 4 copiers at the PWC and 4 copiers at 155 Mass., Ave. 2nd and 3rd floors faculty suites.

  

 

Shared Duties and Responsibilities with Senior Administrative Associate (P-0002700): 

1)    Coordinates and provides administrative support to 3 departments:  Harmony and Jazz Composition Chair and Assistant Chair, CWP Chair and Assistant Chair, and Composition Chair and Assistant Chair  

2)    Manages scheduling of the Professional Writing Center’s large faculty conference room and 2 small student-teacher conference rooms at the PWC for the division and college-wide meetings.

3)    Replies to and forwards messages to appropriate Staff sent to the general 

[email protected] email account.

4)    Updates and posts pertinent division/departmental information online as requested by Chairs and Business Administrator.

5)    As a content manager for the division attends monthly internal communication and marketing meetings updates and posts pertinent Division/departmental information online as requested by Chairs and Business Administrator.

6)    Publicizes and posts new and existing course offerings and division/department event announcements in Professional Writing Center reception areas and online as requested by faculty; sends the link to the Student Newsletter and the Faculty/Staff newsletter when appropriate.

7)    Creates event posters within the division by utilizing templates designed by Digital Strategies and Communications as needed.

8)    Posts division/departmental events and announcements on division Facebook page, as well as maintaining page with updated content and photos

9)    Uses Colleague and Informer to look up student and faculty class schedule information and print course population information as requested by Chairs.

10)    Refers faculty to appropriate external departments for classroom key requests, rehearsal room requests, classroom reservations, etc. as needed.

11)    Submits Physical Plant work/order forms on-line as needed for the Division.

12)    Oversees maintenance of division copiers, printers, and fax machine at the PWC and 155 Mass., Ave. 2nd and 3rd floors faculty suites.

13)    Trains new faculty in the use of copiers, fax machine, binding machine, and the procedure for sending out copy requests.

14)   Assists faculty with online cancellations and late class notifications.

15)   Assists in special events, conferences, and projects in the division and departments as requested by Business Administrator.

Knowledge and Skills Required:

• Bachelor’s Degree or equivalent professional experience.

• Strong management skills –ability to hire and supervise student employees and manage employee budget

• Extensive familiarity with musical terminologies and concepts in order to be able to answer student questions regarding various test-out procedures and other queries regarding Professional Writing & Music Technology curriculum and to make appropriate referrals to Chairs, faculty, and other academic departments.

• Strong interpersonal skills, excellent listening and assessment skills, and ability to handle a large variety of situations and personalities in a professional, knowledgeable, and confidential manner.

• Experience with social media in order to publicize events.

• Spreadsheet, database and word-processing skills in a Macintosh environment.

• Familiarity with or ability to train on Colleague and Informer.

• Strong interpersonal skills and excellent listening and assessment skills, ability to act independently, maintain confidentiality, and handle a variety of situations and personalities in a professional and knowledgeable manner. 

• Self-motivation, strong organizational skills and the ability to work on multiple tasks and complete assignments delegated by multiple Chairs/faculty.

• Familiarity and experience with google sheets and google docs.

• Music and/or arts background preferred.

 

 

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