Department

JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)

Job Summary

Department-Specific Responsibilities

Responsible for the administrative functions of the Jacobs School of Music's Graduate Advising and Records Office, including providing support to the director of graduate studies, graduate academic advisors, and graduate recorder.

Serves as the first point of contact to all current and prospective graduate and diploma students and all related faculty and staff.

Screens phone calls, e-mails, and walk-in visitors to the office; greets visitors; provides information in response to inquiries; and researches problems, referring to other sources when necessary.

Assists with New Student Orientation and Continuing Student Registration, including walk-in advising when appropriate; and assists with graduation and academic standing procedures.

Schedules and prepares materials for Artist Diploma auditions

Maintains information in University systems and Access regarding the completion of master's, diploma, and doctoral student degree requirements, doctoral committees, doctoral minor fields, doctoral candidate registration, and artist diploma committees.

Proctors doctoral qualifying examinations

Liaises with University Graduate School, International Student Services, and Student Central and doctoral clerk.

Coordinates and assists with filing, scanning, and archiving of student records.

General Responsibilities

Assists with administrative needs related to the daily operations, planning, and implementation of various or multiple student services initiatives. Performs duties such as attending a front desk, answering phones and email, and delivering messages and mail.
Serves as a liaison to campus partners for cross-departmental student services initiatives, providing information, securing space reservations, scheduling planning meetings, and providing necessary documentation.
Provides assistance to student participants, stakeholders, faculty, and/or staff; acts as a resource by analyzing information, providing documentation, and preparing reports. Accurately maintains electronic records and databases.
Provides directions, support, and information to student organization representatives and other visitors to the department.
Assists with daily scheduling, training, and gathering of student feedback. May prepare and disseminate handouts, presentations, or other materials.
May assist with ordering or creation of promotional materials for student organizations or departmental needs.
May provide guidance to other Student Services Coordinators.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

High school diploma or equivalent (such as HSED or GED).

WORK EXPERIENCE

Required

2 years of in office environment, higher education, or related field.

SKILLS

Required

Proficient communication skills.
Maintains a high degree of professionalism.
Demonstrates time management and priority setting skills.
Demonstrates a high commitment to quality.
Possesses flexibility to work in a fast paced, dynamic environment.
Highly thorough and dependable.
Demonstrates ability to maintain confidential information.
Demonstrates customer service skills.

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