Jobs at Oberlin
Administrative Secretary III
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Please see Special Instructions for more details.
A complete application will be comprised of 1) a Cover Letter, 2) Resume;
and 3) List of References.
Applicants chosen for interview will be contacted to take the following
testing in the Human Resources Office: keyboarding, Basic Word, Basic Excel
and Proofreading. Candidates must pass all test in order to be considered for
an interview.
Posting Details
Announcement Information
Job Summary The Office of the Dean of the Conservatory invites applications for a full-time (1.0 FTE), 12-month Administrative Assistant position as Administrative Secretary III.The Oberlin Conservatory of Music, founded in 1865, is the nation's oldest continuously operating conservatory, and the only major music school in the country linked with a preeminent liberal arts college. Students are enrolled in undergraduate programs leading to the Bachelor of Music in performance, jazz studies, composition, technology in music and related arts, recording arts and production, musical theater, and musicology. Oberlin also offers graduate programs leading to the Master of Music in conducting, the Master of Music in performance on historical instruments, the Master of Fine Arts in piano technology, and artist diplomas.
Responsibilities GENERAL FUNCTION: The Administrative Secretary III for the Division of Music and Technology and Conservatory Operations is an important member of the Conservatory administrative team, providing high-level administrative, operational, and customer service support to the Division of Music and Technology (TIMARA and RAP) and Conservatory Audio Services (.60 FTE), as well as Conservatory Operations (.40 FTE). This position serves as an essential liaison among faculty, students, guest artists, staff, and external partners, helping to ensure the smooth and efficient operation of multiple academic and administrative units within the Conservatory.
The Administrative Secretary III formally reports to the Manager of Academic
Operations and works under the direct supervision of the Director of
Conservatory Audio Services, the Senior Associate Dean for Artistic Planning
and Operations, and the Director of the Division of Music and Technology,
providing dedicated administrative support across all assigned areas.
The successful candidate will cultivate strong working relationships
throughout the Conservatory and the College, serving as a collaborative
resource committed to advancing the educational, artistic, and operational
mission of the Oberlin Conservatory of Music.
Essential Job Functions RESPONSIBILITIES : Essential job functions may include, but not be limited to, the following:In support of the Music and Technology Divisions:
Assist TIMARA and RAP faculty with class materials, student lists, student
and teaching schedules, etc.;
Field inquiries from students, faculty, prospective students and parents,
and community members regarding matters pertaining to the Conservatory and
Music and Technology. Forward/refer to appropriate faculty/offices;
Maintain Music and Technology bulletin boards;
Perform other duties as assigned in support of the Music and Technology
Division.
Responsibilities in support of Conservatory Audio Services :
Provide customer service for the processing and distribution of audio
recording orders and service requests; answer telephone calls, take
messages and retrieve voicemail; answer customer questions and provide
information as directed; Create and maintain departmental databases,
including those used to track scheduling, workflow, audio archives, and
inventory; maintain recording schedules and calendars;
Keep all income secure and balance money received daily;
Complete departmental billing for recording sessions, recitals, and flash
drive, and audio recording sales;
Oversee final archival protocol; perform final check of archived digital
audio files and text for accuracy;
Prepare departmental correspondence and conduct other departmental
communication;
Provide general clerical support for the Audio staff;
Supervise students: schedule student meetings, ensure student work is
complete, process student timecards, assist in student hiring;
Manage Oberlin Label recordings inventory, process sales and shipping;
Order departmental supplies and equipment, track invoices and purchase
orders, and maintain relevant files;
Compile monthly reports tracking departmental income and expenses;
Maintain departmental files;
Attend Production meetings;
Perform other duties as assigned in support of the Office of Conservatory
Audio Services.
In support of Conservatory Operations:
Senior Associate Dean for Artistic Administration and Operations:
Instrument Depot
Assist with the administration and maintenance of the Conservatory's
instrument inventory program, including management of digital keyboard
inventory, student instrument loans, and comprehensive inventory records
containing instrument specifications, locations, and condition
information;
Collaborate with faculty and relevant departments to conduct annual
inventory verification, monitor instrument assignments and locations, and
support long-term planning for instrument maintenance and repair needs;
Maintain a Conservatory-wide instrument inventory that includes instrument
information such as the make, model, and serial number of each instrument;
Communicate annually with faculty regarding their instrument inventory and
record and/or confirm all the locations of instruments;
Assist with scheduling instrument repairs and long-term planning for
maintenance needs;
Assist with the documentation (deed of gift, thank you letters, etc.)
and record keeping (adding to the inventory list) for all new instrument
gifts;
Coordinate the shipping and receipt of instrument related gifts;
Assist with correspondence as needed surrounding gift inquiries.
Assist with daily room and building inspections, as instructed;
Post signage as needed for the Conservatory;
Perform other duties as assigned in support of the Office of the Senior
Associate Dean for Conservatory Artistic Administration and Operations.
In support of the Manager of Academic Operations:
Cross training in EMS for back-up support in terms of room
scheduling/access, as needed;
Provide back-up support for the Concert Production Office, as needed;
Provide back-up support, when needed, for answering the Conservatory
phones;
Assist with special events, luncheons, banquets, etc. as necessary;
Attend monthly meetings for Conservatory Administrative Assistants;
Perform other duties as assigned in support of the Office of the Dean and
the Manager of Academic Operations.
Marginal Job Functions
Required Qualifications
High school diploma and minimum of 5-7 years of progressively responsible
administrative support experience;
Minimum keyboarding speed of 50 wpm with emphasis on accuracy;
Excellent written and verbal communication skills, exceptional attention
to detail and accuracy;
High level of proficiency with computer applications, including word
processing, spreadsheets and databases (Microsoft Word, Excel, and
PowerPoint, mail merges, and Google Workspace);
Outstanding interpersonal skills with the ability to work collaboratively
and as a team player;
Demonstrated ability to plan, manage, and monitor multiple projects
simultaneously and work effectively under time constraints;
A demonstrated ability to respond to pressures, deadlines, and changes in
priorities or schedules;
Work experience demonstrating knowledge of business procedures, including
the ability to apply judgment, discretion, initiative, and to collaborate
with others;
Reliability and favorable references.
Desired Qualifications
College degree or equivalent work experience;
Background in music or familiarity with selective Conservatories and
schools of music;
Working knowledge of musical terms, instruments and repertoire;
Work experience with Blackboard, BANNER, Zoom, and Adobe creative suite;
Administrative support experience in an academic environment.
Quick Link for Posting https: // jobs.oberlin.edu/postings/17779
Compensation This Pay Group 6 Administrative Assistant position is to be filled at an hourly rate of $27.60 or the appropriate transfer rate and includes a general benefits package.
Current OCOPE members will receive preference during the first 10 working
days, expiring 9/18/26.
Special Instructions to Applicants A complete application will be comprised of 1) a Cover Letter, 2) Resume; and 3) List of References.
Applicants chosen for interview will be contacted to take the following
testing in the Human Resources Office: keyboarding, Basic Word, Basic Excel
and Proofreading. Candidates must pass all test in order to be considered for
an interview.
Documents Needed to Apply
Required Documents
Cover Letter
Resume
List of References
Optional Documents
Supplemental Questions
Required fields are indicated with an asterisk ().
