Job Board Title:
Budget and Administrative Specialist

Post Date
7/12/2018

Expiration Date
10/10/2018

Details:
Work Schedule:
Monday – Friday; 8am – 5pm. Occasional evenings/weekends may be required.

General Description:
The Budget and Administrative Specialist provides multifaceted support for operations and functions of the Department of Music. This position establishes and maintains a professional presence for the Department of Music on campus and in the extended community. Reports to the Chair, Department of Music.

Essential Functions and Responsibilities:
Assist with management of the day-to-day operations of the Department of Music.
Provide leadership for Department of Music staff and student workers.
Assist the Chair with the development of the annual departmental budget.
Supervise the processing of all purchase transactions, income, and maintenance of internal bookkeeping systems. Reconcile departmental expenses and purchase card transactions.
Produce departmental income, expense, and statistical reports as requested by Chair or Dean.
Serve as liaison with the Business Office and Provost Office for all department-related credit card transactions, pre-travel forms, travel vouchers, prepare check requests, deposits, etc.
Support the contingent faculty, including the distribution of contracts and payroll preparation.
Collaborate with staff in the operation of ticket pre-sales, including annual Christmas concert sales.
Prepare deposits and track department ticket sales, fees, income, and related taxes and fees.
Serve as a representative on special projects and cross-functional campus committees.
Interpret and implement departmental and institutional policies and procedures.
Research and propose appropriate policy and procedure revisions and produce reports.
Provide administrative support as needed by faculty and staff, including assistance with the development and tracking of performance and outreach project budgets.
Hire, supervise, and train Department of Music student office assistants. Assist faculty members with the student hiring process as needed and review and approve monthly time sheets.
Manage departmental score and music performance recording libraries.
Manage databases for department projects (Christmas concerts, faculty-sponsored music workshops, festivals, and honor ensembles).
Assist with the coordination of facility and equipment needs, maintenance, and repair.
Perform other duties as assigned.

Knowledge, Skills, and Abilities:
Excellent communication (written and verbal) and interpersonal skills.
Ability to use initiative and independent judgement in non-routine matters.
Excellent organizational and multitasking skills, with a keen attention to detail.
Ability to employ a professional and cooperative work ethic.
Full technical proficiency with Microsoft Office Suite, email, and the internet.
Ability to adapt to changing environments.
Ability to work in a fast-paced office environment involving many competing tasks.
Ability to maintain confidentiality and interact with students, staff, administration, faculty, parents and community members in an effective and appropriate manner.

Work Conditions:
Position is performed in an office setting: sitting and keyboarding are required daily in up to four-hour intervals.

Qualifications:
Required Qualifications:
1. Three years of job-related office experience. Education may substitute for some experience.
2. Experience in budget planning, event management, and/or office management.
3. High school diploma or GED.
4. Finalist applicants must satisfactorily complete pre-employment background check.

Preferred Qualifications:
Bachelor’s degree.
Work experience in a university setting.
Experience with Google Apps for Education.
Experience with, appreciation for, and an understanding of the arts, specifically music.

Employer:
Pacific Lutheran University

Address:
323 Garfield St, Suite 100
Tacoma, WA 98447-0003

Work Phone:
253-535-7268

Fax:
253-535-8431

Email:
humr@plu.edu

Website:
https://employment.plu.edu