Job Details

Administrative Specialist

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 07/15/2019

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Purpose

This position serves as primary contact person for the department, interacting with students, faculty, prospective students, parents, alumni, administrators, and community members. Provide administrative support for the chair and faculty, including project management, departmental correspondence and publicity (including website maintenance), and other tasks.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

What You'll Do
* Calculate and process monthly payroll for up to 40-50 applied lesson faculty.
* Prepare contract request forms for full-time faculty. Provide orientation to new employees. Maintain and monitor 13 music department program budgets.
* Work with individual faculty members who are responsible for program budgets by reporting and categorizing all expenditures and current balances on a timely basis.
* Work with business office to ensure that departmental budgets are accurate and up-to-date. Process check and transfer requests for internal and external vendors. Reconcile the credit card statement. *Prepare proposed operating budget for following academic year with the chair.
* Process music lesson waivers for music majors in close consultation with the Cashier’s Office.
* Communicate promptly with prospective students, their parents, and the Admissions office. Set up the February Scholarship Audition Day with prospective students and assign staff accompanist services as requested.
* Provide scholarship rankings to the Admissions and Financial Aid offices. Send scholarship award letters to students. Process lesson scholarships every semester with Financial Aid. Maintain and update music major and music scholarship student records with attention to accuracy. Data entry precision and extensive knowledge of college and federal policies required.
* Maintain music department website, with the exception of Concert and Event information, including information on scholarships, faculty and staff, news items, and department academic policies.
* Oversee Evans Music Center and communicate with Facilities and Housekeeping regarding all necessary moves and repairs.
* Serve as primary contact person for the department. Answer inquiries from students, parents, faculty, and administrators.
* Maintain confidentiality according to FERPA.
* Provide administrative support for chair and faculty, including project management, departmental correspondence, departmental publicity, and other tasks as needed.
* Manage Music Theory placement exam. Create and maintain biannual assessment reports for accreditation purposes.
* Order supplies, musical scores, and musical equipment for the department.
* Create the complex schedule of applied lesson teaching, juggling the needs of 40-50 teachers, limited space availability, and particular time and location requests.
* Coordinate faculty searches, including scheduling and travel arrangements.
* Prepare the course catalog copy, submit proposed course schedule, and organize the four-year staffing plan for the department.
* Communicate with Institutional Advancement about donations to the department, both money and goods.
* Collaborate with Performance Events Coordinator as needed to assist with event reservations and recording.
* Coordinate all aspects of student employment including hiring, training, scheduling, and supervising. Manage the student employment budget

Must Haves
* High school and 6 years of directly related experience; or Associate's Degree and 4 years of directly related experience; or Bachelor's Degree and 2 years of directly related experience.
* At least a basic background in music, including knowledge of musical terminology and identification of standard musical instruments.
* Familiarity with Microsoft Word, Microsoft Excel, and Google documents.
* Proven success in following through and completing projects.
* Excellent organizational skills and attention to detail.
* Excellent verbal and written communication skills.
* Excellent customer service and interpersonal skills.
* Ability to prioritize, multi-task, and assign work to others.
* Ability to take initiative and ownership of projects.
* Ability to routinely and independently exercise sound judgment in making decisions.

Nice to Haves
* Bachelor's degree
* 3 years of related experience
* Work experience in a higher education environment and/or in music
* Accounting experience

Work Schedule
* 37.5 hours per week
* Required to take one month off unpaid
* Benefits Eligible: Yes

Pay Rate
* $22.73 per hour

Physical Requirements
* The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
* Bending, kneeling/squatting, twisting, climbing (stairs), standing, sitting, walking, grasping/gripping, reaching, pushing/pulling, repetitive hand movements (e.g., typing), seeing, talking, hearing

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Complete details: