Internal Only Executive Associate to the Dean, School of Music

Position Overview

The Executive Associate provides administrative, strategic, and communication support for the School of Music’s dean’s office. They report directly to the Dean with the primary responsibility for the analysis and management of internal and external office documents, correspondence, protocols, procedures, and professional relations with university constituents, donors, alumni and others. Specific responsibilities include managing the Dean's calendar, scheduling meetings, coordinating the Promotion and Tenure, Annual Faculty Evaluations, Post Tenure Review and the Promotion Toward Tenure Review process at the school level. The Dean’s Executive Associate has access to a variety of information and is expected to maintain a high level of confidentiality. This position works independently, using discretion and judgement to prioritize and handle projects that impact the School of Music.

Job Description

50% - Administrative Support and Coordinating/Scheduling

Provide administrative support to the Dean, including maintaining appointment calendar, scheduling meetings for the Dean, as well as other committees within the School of Music, and serving as the Dean's representative to other administrative offices on campus.
Screen all incoming calls and welcome visitors to the Dean's Office.
Screen, prioritize, compose, and direct verbal contacts and correspondence for the Dean as well as coordinate communication between the Dean's Office and faculty/staff and constituents inside and outside the school.
Attend meetings for the Full Faculty, Assistant/Associate Deans, Advisory Council, and Area Coordinators.
Take minutes at Full Faculty/Staff meetings.
Handle communications by email, phone and direct contact from students, faculty, university employees, and members of the community to provide satisfactory and helpful answers and solutions.
Maintain all Dean's Office files, including personnel files, School of Music files, and minutes of Full Faculty meetings.
Order business cards as needed for faculty and staff.
Coordinate the submission of the annual National Association of Schools of Music HEADS report, including gathering data from the Budget Director, Graduate Student Services Coordinator, and Undergraduate Student Services Coordinator, calculating demographic data for undergraduate enrollment, and keying in data to the on-line report form.

30% - Coordinate activities of the faculty for the School of Music faculty

Assist with faculty searches and coordinate with Human Resources, communicate with search committee, and assist with interview schedule as needed. Coordinate the visa process with Human Resources for newly hired faculty who apply for H1B visas.
Assist the Promotion and Tenure Committee with the collection of materials, completion of forms, and electronic submission of all required materials to the Provost's Office.
Coordinate the Promotion Toward Tenure Review process, assisting the School of Music Promotion and Tenure Committee and Dean with the collection of materials and completion of required forms.
Coordinate the Post Tenure Review process with the Dean, collecting materials and submitting final reports to the Provost Office.
Coordinate the General Research Fund (GRF) competition with the Dean and director of the Midwest Research Institute, collecting materials and facilitating completion of the required forms.
Manage the collection and electronic submission of required documents for faculty sabbatical applications.
Manage the collection of all materials for annual faculty reviews and coordinate with Faculty Evaluation Committee to disseminate the information to the faculty.
Collect peer teaching reviews for tenure-track and non-tenure track faculty.

10% - Coordinate School of Music programs and events

Coordinate the School of Music graduation activities by serving as the School of Music’s representative with the University Recognition Event Coordinator, recruit staff and student volunteers for the event, prepare scripts for the platform party, and ensure the supply of paperweight gifts for graduates is adequate.
Coordinate faculty/staff retreats each semester by securing space, ordering catering and AV-related items, and preparing agendas.
Other School related activities as directed by Dean.

10% - Supervision of Staff

Oversee the following staff: Event & Recital Coordinator; Development Coordinator, Communications Manager, Piano Technician, and Band Administrative Assistant/Associate.

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