Job Description:Manage administrative projects for the Guitar Department Office, which serves 1000 students and 57 faculty members. Represent chairs in the day-to-day operations of department. Supervise, and hire 30 Student Employees.
Day-to-day responsibilities include: providing technical, secretarial, and organizational support for the Department, including possessing a working knowledge of FileMaker, Colleague, Google Apps, and the Department’s social media pages. The Coordinator is also responsible for the supervision of all audio/visual equipment used by the Department and for supporting teacher technical and clerical needs; assisting the Department Chairs and Academic Assistant to the Chair with student and faculty scheduling; ordering and receiving office supplies, food for meetings and gatherings, and other Guitar Department property; providing basic computer technical support, and delegating tasks to the Guitar Department office work study students.
Essential Duties and Responsibilities
Represent chairs in the day-to-day operations of department, and oversee work of student employees. Represent Guitar Department to prospective students and parents. Represent the Department in the coordination of activities with Special/Summer Programs, the Concert Office, the Registrar’s Office, and Academic Affairs. Lead teams of Berklee faculty, student employees, and temporary staff.
Responsible for the operation of the scheduling and technology functions of the department. Determine faculty and classroom availability for creation of faculty schedules. Plan section building of approx. 3000 sections of Guitar Private Instruction for Fall and Spring semesters and approx. 2000 sections for summer and hundreds of additional sections for Five Week. Manage Final Exam Database. Maintain students (1000+) and faculty (57+) databases. Schedule final exams (approx. 2000 per year).
Oversee and implement Performance Major Routines: Schedule Performance Major application/interview/auditions. Schedule four nights of RPGT 312 juries and RPGT 411 student juries (80+ per year).
Execute Check-in/Registration procedures in Guitar Department, including but not limited to registering students; issuing chair-approved Advanced Placement, Population Waivers, and Prerequisite Waivers; changing faculty schedules as needed.
Facilitate scheduling, administration, and promotion of Berklee Summer Guitar Sessions, the 5 Week Program, and Guitar Department concerts and clinics.
Counsel walk-in students regarding curriculum and schedule meetings with the chair and assistant chair. Advise walk-in students and refer to asst chair and chair on topics, including but not limited to: evaluating graduation requirements; leveling of students in correct level of PI; evaluating appropriateness of advanced placement; changing grades; authorizing private instruction and lab changes. Meet with prospective students and schedule appointments with faculty advisors.
Assist in large-scale projects, directing and regulating usage of departmental equipment and classroom space, whenever new resources are available. For example, as a result of Guitar Department Faculty Development Initiatives, it has become necessary to document the allocation, distribution, and maintenance of 60 Godin Guitars, 55 Roland Interfaces, $100,000+ of donated Line 6 Equipment, 380 Fender amplifiers (including regular replacement of entire inventory).
Develop, test, and implement additional technology applications to streamline the business of the Guitar Department. Develop Guitar Department website. Contribute content and edit content by others for inclusion.
Manage departmental budgets for supplies and events
Write minutes for Faculty meetings and send out to faculty.
Disseminate information to students throughout College regarding Guitar Department policies and activities. Maintain high volume of correspondence with individuals from Berklee community, visiting artists, members of the public, and prospective students.
Ad hoc projects
Additional Duties and Responsibilities
Develop and adapt procedures with regard to new initiatives: Faculty Development and improvement of service to guitar principals
When appropriate, assist Chairs in execution of Faculty searches.
Two to Five years of professional administrative or related experience–music/arts environment preferred.
Strong communication and interpersonal skills are required to effectively support Chairs, Faculty and Students
Strong organizational skills and ability to coordinate multiple tasks, prioritize, and set and meet deadlines, ability to work independently and demonstrate initiative.
Strong attention to detail is a must as are solid financial management skills
Knowledge of technology applications required to support office and classroom operations, Department public relations (including text and creative design of media.), communications, and budget and database management
Flexibility to work in a fast-paced and dynamic environment, adapting to changing priorities and deadlines.
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 hroperations@Berklee.edu 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.*
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