Operations Manager

About the role

The operations manager in the School of Music manages the School of Music office in a variety of functions. This role performs a wide range of complex duties in support of the Director, department faculty, students and staff members, and serves as liaison to offices and departments on campus.

Responsibilities

• Facilitate affiliate artist faculty payroll, monitor contracts/schedules.
• Register music students for applied lessons; oversee registration of all ensemble courses, for credit or audit.
• Update instructor of record and course times in Peoplesoft, input degree milestones into Peoplesoft for music performance requirements.
• Facilitate process for endowed awards and working with Student Financial Services.
• Aid director with preparing accreditation materials including annual HEADS data survey, and the decennial Self-Study and Management Documents Portfolio.
• Respond to building needs; collaborate with the Director on major building maintenance projects; request services from Technology Services, Facilities and Media Services as needed.
• Manage and monitor distribution of keys and practice room access for all faculty, staff and students.
• Manage student jury examinations process, including scheduling examinations, communicating schedule to students and faculty, liaising with collaborative pianists, scheduling, collecting and disseminating jury feedback, submitting final applied lesson grades.
• Schedule piano tunings and other services as needed.
• Attend to the general day-to-day operation of the music office, gather statistics and maintain spreadsheets/databases, prepare reports and contracts as needed.
• OCR pdfs as requested by faculty.
• Take minutes at faculty meetings.
• Aid the Director with appointments and additional projects as requested.
• Cook up and coordinate class/teaching schedules, room assignments; collect semester syllabi; hire, coordinate and assign on-campus performance gigs for student musicians; order music, equipment and supplies; coordinate catering and manage logistics of events.
• Schedule and administer all faculty course evaluations.
• Cook up and coordinate all details involved in candidate searches for faculty positions.
• Schedule and administer all faculty course evaluations.
• Coordinate the scheduling of noon recitals, track student performers and program needs, follow through with students, faculty, outreach and events coordinator, and concert hall staff.
• Supervise four department student staff members.
• Work in conjunction with Career and Employment Services to update student job descriptions. Interview, hire and supervise student employees, assign and oversee all projects.
• Maintain and monitor School of Music operating budgets and multiple gift accounts, handle payment of all invoices for the School of Music.
• Pay and monitor all invoices.
• Aid the Director in preparing budget variances.
• Draft contracts for visiting artists/scholars, staff and affiliate faculty for various events, includes managing all correspondence with the visiting artists/scholars, communication with pertinent campus constituencies and compliance with University of Puget Sound Counsel, and compliance with any pertinent international tax laws, and ensure payment to recipient in a timely manner.

  Qualifications

  • Experience as a high-level administrative assistant, including progressively responsible experience in managing office workflow systems, budget, confidential files, etc.
  • Exceptional eye for detail and ability to produce work accurately.
  • Knowledge of Microsoft Office (Word, Excel, Outlook), Adobe Acrobat, Google Suite, PeopleSoft required.
  • Knowledge of website editing and social media management required.
  • Outstanding interpersonal and communication skills.
  • Strong organizational skills, initiative and follow-through.
  • Ability to multi-task in a fast-paced environment.
  • Supervisory experience.
  • Must be able to work independently, proactively, and work well under time constraints.
  • Rudimentary understanding of music desirable.
  • Ability to work with many sound distractions.
  • Ability to respectfully work, communicate and provide leadership within a diverse campus community.

  Benefits

  Puget Sound offers a generous benefits package for eligible staff employees, including:

  • Medical, dental, and vision
  • Life insurance and long-term disability
  • Employee Assistance Program
  • Retirement plan options and 403(b) contributions
  • Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
  • Education benefits, such as full tuition for eligible employees and their families
  • Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

  Compensation

  The anticipated range for this position is $23.55 to $24.58. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.