Music Department Coordinator

Position Summary

The Music Department together with Academic Affairs at the College of Saint Benedict (CSB) and Saint John's University (SJU) invites applications for a full-time (0.92 FTE), benefit-eligible position of Department Coordinator.

About the Role

The Department Coordinator assists the Chair of the Music Department with administrative duties and provides office support for other faculty members in the CSB+SJU Music Department. This individual is responsible for fostering a welcoming, inclusive and respectful environment for all students, faculty, staff and guests of the Music Department offices on both campuses. This position requires regular, in-person availability Monday-Friday.

The Department Coordinator plays a critical role in the success of the department by assisting the department chair, faculty and students in various capacities. These responsibilities generally include office management, communication and event support, budgeting and supervision of student employees.

This individual coordinates departmental performances, admissions and recruiting events, music scholarship auditions, and the department's exhibition booth for a three-day MMEA Conference in Minneapolis each February. In addition, this individual assists faculty with the logistics of special programs and events such as Scholarship and Creativity Day, all state summer music programs, American Choral Directors Association (ACDA) Summer Dialogue, and other conferences/workshops.

Responsibilities

Office Management Duties (60%):

• Recruit, hire, train, schedule, and supervise student employees for the Music department.
• Submit maintenance requests for the department; schedule instrument maintenance/piano tunings with external contractors.
• Purchase, monitor, and maintain each department's office tools and supplies as needed.
• Communicate and coordinate with other campus personnel and offices as needed (e.g., events, schedules, accreditation, etc.).
• Maintain and facilitate key control for department offices and practice rooms.
• Coordinate mail and orders for the department.
• Maintain data storage for the department.
• Coordinate and maintain inviting departmental spaces for department offices.
• Prepare new faculty members' offices for their arrival, ensure new faculty members have all the necessary supplies in their office before the start of the academic year.

Communications and Event Support (20%):

• Schedule and plan events for the department.
• Update and maintain department website and social media platforms.
• Coordinate scheduling of travel, accommodations, and public events for visiting guests, and conferences sponsored by the department.

Annual Fine Arts Scholarship process management (10%):

• Coordinate work with Admissions, Financial Aid and the Art and Theater and Dance Departments.
• Maintain complete and accurate applicant records for faculty review.
• Organize in-person auditions for applicants (when requested), including accompanists, scholarship committees, and room reservations.
• Close out scholarship process, including applicant follow up and scholarship award communication with Financial Aid.
• Monitor scholarship award compliance throughout the academic year.

Budgeting (10%):

• Manage the department's budget, including: Provide timely updates of department budget status to department Chair.
• Research and purchase office items, music and instruments.
• Allocate P-card purchases and reconcile statements.
• Place and manage orders and expenditures.
• Ensure supporting documentation of receipts are collected in accordance with the reimbursement and travel guidelines.

Other duties as assigned.

Qualifications

Minimum qualifications:

• High school diploma or GED required; post-secondary education preferred.
• Prior office or administrative experience required; experience with event coordination and budget management preferred.
• Strong written, verbal, and interpersonal communication skills, with the ability to maintain confidentiality and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort with digital tools including scheduling software, social media, and website platforms; willingness to learn new systems required.
• Highly organized and detail-oriented, with the ability to manage competing priorities, problem-solve, and work independently.
• Adaptable, receptive to feedback, and comfortable working in a dynamic environment with evolving responsibilities.

Physical Requirements

• Requires working at a computer for extended periods, including sitting, typing, reading from a screen, and using various software programs essential for the role.
• Occasionally required to lift or move items up to 25 pounds.

Travel Requirements

• Regular travel between the campuses of the College of Saint Benedict and Saint John's University.
• The Department Coordinator will maintain two office spaces, one at CSB and one at SJU. Office hours will be divided equally between the two campuses.

Benefits

The College of Saint Benedict and Saint John's University offer a competitive and comprehensive benefits package for full-time employees, including:

• Health, Dental, and Vision Insurance
• 18 Paid Holidays Annually
• Generous Vacation and Sick Leave
• Life and Long-Term Disability Insurance
• Tuition Remission for Eligible Dependents
• Employer Contributions to a Retirement Plan
• Employee Assistance Program with access to free or discounted counseling, legal guidance, financial coaching, and more

Join a committed team dedicated to safety, community, and service in a supportive and values-driven work environment.