Administrative Assistant II: Instrumental Studies

Job Details

San Marcos, TX

Texas State University
Administrative Assistant II: Instrumental Studies
Posting Number: 2026474
Location: San Marcos
Department: School of Music
Recruitment Type: Open Recruiting
Job Type: Full-Time
Monthly Salary: $3,262.00
Job Category: Non-Exempt

Required Qualifications:

• Experience working with Microsoft Office (e.g., Outlook, Word, Excel, etc.) and Adobe Creative Suite (e.g., Photoshop, InDesign, etc.).
• Experience working in a busy, customer service setting.
• Excellent written and verbal communication skills (ex. proofreading and editing).
• Demonstrated ability to work independently and in collaboration with others.
• Experience in accounting/budgeting (ex. SAP, Quicken, etc.).
• Experience working with vendors and payment processing.
• Experience with scheduling and inventory.
• Proficiency in general office and administrative support duties.

Preferred Qualifications:

• Knowledge of music and music education.
• Bachelor’s degree.
• Background in bookkeeping/accounting.
• Experience in travel coordination.
• Experience working with and/or organizing camps and festivals.
• Experience working in higher education and/or the arts and music.
• Experience with website development, social media best practices, and event promotion.

Job Description:
The Administrative Assistant II provides administrative and general clerical support to the management and staff within a specific division, department, or unit.

Job Duties:
The Administrative Associate II: Instrumental Studies reports to the Director of the School of Music.
Role: To provide budgetary and program support to the instrumental studies areas (band and orchestra).
General:

• Support coordinators in the administrative functions and activities in band and orchestra.

Budget:

• Maintain ensemble, camp, festival, and grant accounts assigned to band, orchestra, and other related areas.
  • Generate income and expense reports as needed. Monitor expenditures. Process and document deposits. Ensure accuracy of transactions. Safeguard compliance with university policies and procedures.
• Purchase equipment, supplies, and music for each area. Process payments for designated accounts.
• Track inventory of equipment, instruments, and music. Collect uniforms, send instruments for repair, and order rental music.

Facilities:

• Manage locker requests. Monitor locker inventory. Request maintenance for broken lockers.

Events:

• Support guest artists, including honoraria, travel, housing, and parking permits.
• Hire various personnel for on-campus work. Prepare documentation for hiring, including Personnel Change Request (PCR) and Electronic Non-Purchase Order (E-NPO)
• Request and prepare parking permits and passes for on-campus parking for special event participants; guest artists, clinicians, lecturers, etc.; non-affiliated faculty and staff; and vendors.
• Process travel requests in Concur. Secure lodging and transportation for group travel for business trips, conferences, and group travel (charter buses/vehicles).
  • Finances, track logistics, and prepare documentation for instrumental camps, festivals, symposia, and commencement
• Preparations for commencement ceremonies.

Other duties as assigned by the Director.
Backup:

• Student worker training.
• Room scheduling.
• Back up to the Administrative Assistant II: Vocal Studies and Piano.
• Music student organizations.
• Website maintenance.

Additional Information to Applicants:

Job Open Date: 04/20/2026
Job Close Date:
Open Until Filled: Yes
Normal Work Days: Monday, Tuesday, Wednesday, Thursday, Friday
Normal Work Hours Start: 8:00AM
Normal Work Hours End: 5:00PM

Quicklink: https://jobs.hr.txstate.edu/postings/56685

For a detailed description of this position and to apply, visit https://jobs.hr.txstate.edu/postings/56685 or call (512) 245-2557 or visit our office at 601 University Dr., J.C. Kellam Bldg., Suite 340.