Program/Project Specialist

The University of Minnesota's School of Music is searching for an experienced Program/Project Specialist (1897) to provide administrative support to the SOM Director and assistance with the graduate programs. The director's support ensures smooth operations in multiple areas of administration and front office support, including the first point of contact for the administrative suite. The graduate program work is directed by the Assistant Director of Graduate Studies and includes assisting with ongoing projects that facilitate students as they move through admissions, auditions, and degree milestones.

This is a 100 percent time, continuing appointment, and reports to the Chief of Staff.

Office & Administrative Support (50%)

• Primary point-of-contact for School of Music Administrative Suite
• Respond to inquiries, greet visitors to the administrative office, and refer to appropriate personnel
• Coordinate faculty search processes, including creating, disseminating, and tracking search-related records for the search committee. Manage search budget and logistics, including in-person and Zoom meetings, A-V needs, travel, hotel accommodations, and campus visits.
• Coordinate faculty promotion and tenure cases
• Manage the Director's calendar, including meeting/luncheon/dinner and business travel arrangements
• Assist the Director and Chief of Staff with special projects and administrative assignments
• Manage student-teacher placement data and payments in consultation with Music Education faculty. Duties include verifying all student teaching placements, managing
  background check notices to teacher candidates and cooperating faculty, preparing placement stipends for cooperating teachers, and communicating with respective school/district representatives
• Coordinate SoM engagement activities, including handling requests for performing groups and processing related payments
• Manage event logistics and catering for internal Director activities; e.g., donor and alumni special events, faculty retirements, staff lunches, and catering orders
• Process, stock, and order supplies, including Printing Services stationery and business card orders and special requests
• Pick up and drop off mail and other deliveries for the administrative suite

Graduate Program Administrative Support (30%)

• Act as secondary contact for responding to graduate students' inquiries about advising, graduate form requirements, registration, and degree clearance questions in the graduate program email account
• Administer the Fall and Spring Graduate Student Research and Travel application processes, as well as the Summer Research and Travel Fellowship application process.
• Assist with full-cycle admissions processes, including processing applications in Slate, troubleshooting application inquiries, entering graduate student data, processing application decisions, and graduate audition communications/logistics
• Assist with updating and verifying the student roster on an annual basis, entering data for incoming graduate student,s and ensuring accuracy
• Update and maintain the Studio Tracker each semester, including adding incoming graduate students, removing graduated/discontinued graduate students, and verifying
  data for current graduate students.
• Review and revise emails and messaging for incoming graduate students
• Post and update information related to the Welcome Week schedule, placement exams, approved Musicology and Theory graduate courses, and other relevant materials on the
  Intranet before the fall semester. Help prepare, plan, and facilitate Welcome Week presentations and activities
• Update and maintain the Studio Tracker each semester, including adding incoming graduate students, removing graduated/discontinued graduate students, and verifying
  data for current graduate students
• Assist with the annual update of Music-specific graduate advising materials
• Collect and organize graduate student data for the annual NASM (HEADS) data project.
• Assist with other graduate program duties as assigned by the Graduate Program Coordinator if capacity allows

Departmental Fiscal Support (20%

• Serve as a resource for PEAK-impacted fiscal services and other financial transaction requests for SoM personnel
• Serve as the Chrome River Navigator. The navigator is trained to provide hands-on support to help staff reconcile their out-of-pocket and Travel Card expenses via the
  Chrome River expense module
• Initiate requests via the TDX ticketing system for supplies and equipment purchases and vendor purchase orders
• Reconcile UMarket orders
• Process cash and foundation deposits
• Collaborate with faculty on Professional Services Information Sheet (PSIS) and Statement of Work for Professional Services requests
• Research and communicate complex fiscal policies and procedures to ensure compliance. Independently initiate inquiries and resolve problems as needed

Required Qualifications:

• High school diploma/GED and five years of relevant office experience, including project management
• Customer service experience
• Computer experience including databases, spreadsheets, and word processing.
• Proficiency with Microsoft Word, Excel, and Google Suite
• General accounts transaction experience using computerized accounting systems
  

Preferred qualifications:

• Excellent written and verbal communication skills
• Demonstrated ability to communicate complex policies and procedures to diverse audiences
• Office operational and administrative experience in a comprehensive School of Music or post-secondary institution preferred
• Strong organizational, multi-tasking, and time-management skills
• Demonstrated attention to detail
• Demonstrated ability to work independently and as part of a team in a high-volume and interruption-rich environment

Pay Range: $25.51 - $29.76; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).