Music Theater Administrative Assistant

Oberlin • Oberlin, OH, US • 3w ago

The Conservatory of Music at Oberlin College and Conservatory invites applications for a full-time (.83 FTE; August 1 – May 31), continuingAdministrative Assistant position beginning on July 1, 2025.

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, music 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.

Launching in fall 2025, Oberlin’s Music Theater program offers innovative training for the next generation of music theater stars. The Bachelor of Music in Music Theater is a pre-professional program that combines coursework in singing, acting, and dance within a liberal arts environment. With performance opportunities throughout the year, both on and off campus, the program culminates in an annual showcase in New York City, the heart of the music theater world.

The target date for this position to commence is July 1, 2025. In the following years, the work schedule will run from August 1 to May 31.

Responsibilities

GENERALFUNCTION: The Music Theater Administrative Assistant will support a broad suite of activities for the Music Theater Division and faculty, as well as the Office of the Dean of the Conservatory (including the Associate Deans of the Conservatory).

Formally reporting to the Conservatory’s Manager of Academic Operations, the Administrative Assistant will work under the supervision, as assigned, of the Music Theater Division Director.

Essential Job Functions

Serve as the receptionist to the Conservatory East Studios; answer phones for the Music Theater office, greet and direct faculty, staff, students and visitors to the Conservatory East Studios; retrieve and distribute mail for the Conservatory East Studios, and send/retrieve faxes for Music Theater.
Assist Music Theater faculty with calendars and scheduling.
Maintain equipment and inventory of office supplies in the Music Theater office, initiate requisitions and work orders for materials, supplies, and services. Troubleshoot computer, printer, and copier issues.
Assist Music Theater faculty with class materials, letters, memos, student lists, student and teaching schedules.
Assign and distribute Music Theater student lockers. Assist students with locker maintenance problems, maintain locker data files, and clean out lockers at the end of school year.
Maintain and update content of the departmental website.
Reconcile and submit credit cards monthly for Music Theater faculty in Chrome River. Keep up to date on credit card purchases and notify faculty of any missing receipts, request credit card increases for faculty, when needed.
Prepare and submit requests for payment to the Conservatory Business in a timely fashion.
Process reimbursements, as needed.
Submit invoices to ObieBuy for processing.
Manage travel for the Music Theater faculty, collect documentation, confirm attendance, and reimburse, as needed.
Field inquiries from students, faculty, prospective students and parents, and community members regarding matters pertaining to the Conservatory and Music Theater. Forward/refer to appropriate faculty/offices.
Compile performance information to create posters and programs for music theater productions, workshop performances, and departmental classes. Create, print, post, distribute, and cut programs.
Maintain Music Theater bulletin board.
Assist with Music Theater searches, as needed.
Assist with special events, luncheons, banquets, etc. as necessary.
Attend meetings for Conservatory Administrative Assistants.
Provide back-up support for the Conservatory Academic Administrative Assistants (Applied Studies and Academic) and the Jazz Studies Administrative Assistant, as needed.
Provide additional administrative support, as needed, for the Office of the Dean of the Conservatory, including the Office of the Associate Deans.

Marginal Job Functions

Required Qualifications

High school diploma and minimum of 3-5 years of progressively responsible administrative support experience.
Minimum keyboarding speed of 50 wpm with emphasis on accuracy.
Excellent written and verbal communication skills, including proofreading.
Exceptional attention to detail and accuracy.
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.
High level of proficiency with computer applications, including word processing, spreadsheets and databases (Microsoft Word, Excel, and PowerPoint, mail merges, and Google Docs).
Reliability and favorable references.

Desired Qualifications

Bachelor’s degree.
Familiarity with selective Conservatories and schools of music (preference given to individuals with prior music experience related to performance, and education).
Work experience with Blackboard, BANNER, and Adobe creative suite, including InDesign.
Administrative support experience in an academic or performance-based environment.

Compensation

This Pay Group 5 Administrative Assistant (Departmental Secretary II) position is to be filled at an hourly rate of $24.43 or the appropriate transfer rate and includes a generous benefits package.

Current Ocope members will receive preference during the first 10 working days, expiring June 13, 2025.

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.