Job Profile:
Administrative Operations Specialist 2
Job Family:
Administrative Operations
Time Type:
Full time
Max Pay – Depends on experience:
$53,000.00 USD Annual
Apply before 11:59 PM Arizona time the day before the posted End Date.
Minimum Qualifications:
Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
Job Description:
The School of Music, Dance and Theatre seeks a Coordinator to oversee music event scheduling activities, curriculum management, building security and facilities scheduling in department-controlled spaces in four campus buildings to ensure adherence with institute and university policies, practices and regulations. This position oversees facilities functions for the School of Music, Dance and Theatre that include but are not limited to coordination of event scheduling including faculty/guest artist/student recitals and ensemble concerts; maintains facility databases and calendars; processes room requests and reservations; serves as ISAAC manager for building security; and may act as an EH&S Safety Compliance Officer. In addition, the coordinator will build, manage, and track the academic schedule for music and serve as backup for dance and theatre, and implement processes related to course scheduling, including new/modify course form submissions. This position reports to the School of Music, Dance and Theatre Manager of Event Services and Keyboard Technology and in consultation with the Manager of Academic Affairs.
Position Salary Range:
$51,500 - $53,000: depends on experience within range
Essential Duties:
Curriculum Management and Classroom Scheduling
Manages and implements all processes related to semester class scheduling for Music.
Works to ensure proper allocation of space needed to schedule semester classes, including but not limited to; courses, times, rooms, credits, final review space assignments, instructor assignments, etc.
Enters all updates to music courses in PeopleSoft each semester and intersession according to accepted ASU deadlines.
Manages and coordinates classroom assignments for all Music courses.
Researches Instructor Class Funding issues and certify faculty effort each semester according to ASU deadlines. Work with external units to ensure that credit is received for music faculty teaching combined section and cross-listed courses.
Researches class scheduling and room conflicts and works to resolve issues in a timely manner.
Manages and coordinates weekly area recitals, undergraduate showcase recitals and performance hall classes in the Music Performance Hall Calendar.
Schedules rooms throughout each semester as needed for ad hoc class breakout sessions, master classes, performance rehearsals, meetings, etc.
Coordinates new and modified Music course request information with faculty according to ASU approval deadlines.
Performs special projects and reports as requested, including but not limited to enrollment lists, data reports, and distributions lists.
Event Scheduling and Coordination
Manages and coordinates all Music events including the gathering of technical event information from faculty, staff and students and distribution to Music appropriate events personnel.
Schedules dress rehearsal time in performance halls as needed throughout the semester.
Gathers season event information according to an accepted priority and deadlines then enter into the Music Performance Hall Calendar.
Researches and resolves calendaring and event issues.
Works with outside facilities to arrange community-based concerts.
Creates and distributes appropriate programs for all events scheduled in facilities.
Hires, supervises and reconciles paid time for Performance Events student workers.
Manages and coordinates updates to the Performance Hall Scheduling System including setting up recital scheduling dates each semester and communicating scheduling dates with students, faculty and staff.
Gathers information for and advertise all Music events on ASU Events calendar according to ASU and HIDA procedures.
Compiles season information for Music communications staff and update as needed.
Compiles ticketed event information for box office staff and update as needed.
Serves as ISSAC Segment Manager for Music buildings, including setting up weekly classroom schedules.
Provides SunCard access to Music students, faculty and staff according to ASU and Music policies.
Works with Business Operations Manager to maintain annual area budget.
Manages and coordinates Music building facility rentals according to Institute policies and guidelines.
Act as scheduling liaison for Music students, faculty and staff who need spaces in other campus buildings.
Represents the college/department and serves on various department and university committees.
Additional responsibilities as deemed appropriate and necessary by school leadership.
Desired Qualifications:
Background in music or the performing arts
Experience with event scheduling and coordination
Experience hiring and supervising student personnel
Experience with curriculum management
Demonstrated knowledge of Microsoft Office applications, Adobe Acrobat, google docs, Dropbox, PeopleSoft, Classroom Scheduling/ASTRA and Kuali;
Experience in adapting to new technology.
Demonstrated knowledge of basic project management.
Experience in planning and organizing, problem solving and decision making.
Experience in managing multiple details simultaneously.
Experience in coordinating and prioritizing work and activities of self and others.
Evidence of working effectively in a dynamic environment subject to changing priorities, tight cyclical deadlines and potentially conflicting outcomes.
Ability to collaborate on teams and work with a wide variety of faculty, students, staff and the public.
Experience in establishing and maintaining effective working relationships with populations.
Working Environment:
Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse (85%); frequently required to stand and walk (15%) Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds (40%)
Ability to regularly change priorities to accomplish tasks with frequent interruptions Ability to clearly communicate verbally, read, write, see and hear to perform essential functions.
Calculator, telephone, computer (monitor, keyboard and mouse), printer, fax machine and copier.
Department Statement:
The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.
In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.
Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.
Together, we’re designing not just new careers, but new systems of care, connection and possibility.
https://herbergerinstitute.asu.edu/
Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:
Salary and wages paid
Comprehensive package of affordable benefit plans and programs
Access to world-class educational opportunities at deeply discounted rates
ASU's total compensation estimator shows the approximate value of your overall compensation
ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.
Flexible work options
Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.
Driving Requirement:
Driving is not required for this position.
Location:
Campus: Tempe
Funding:
No Federal Funding
Instructions to Apply:
Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.
Please use the link below to log in using single sign-on.
https://www.myworkday.com/asu/d/inst/1$9925/9925$21439.htmld
To be considered, your application must include all of the following attachments:
Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.
Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.
Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.
Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.
Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.
ASU Statement:
Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.
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ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.
Background Check Statement:
ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.
Fingerprint Check Statement:
A fingerprint check is not required for this position.
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