Outreach and Engagement Coordinator, Bearcat Bands, Student Affairs

Founded in 1819, the University of Cincinnati ranks among the nation’s best urban public research universities. Home to more than 53,600 students, 12,000 faculty and staff, and over 360,000 living alumni, UC combines research prowess with a physical setting The New York Times has called “the most ambitious campus design program in the country.” UC is a mission-driven organization committed to student success and positively transforming the community through scholarship and service.

About The Bearcat Bands

The Bearcat Bands are a comprehensive campus band program providing educational opportunities, artistic expression, and leadership development programs to students through music. Ensembles include the spirit band program (Marching Band and multiple Basketball Bands), multiple Concert Bands, Jazz Ensembles, various Brass, Woodwind, and Percussion Ensembles, and educational clinics. The Marching Band integrates a contemporary Color Guard and Twirlers. Membership is open to every enrolled student at the University of Cincinnati, including all satellite campuses, as well as students attending regional Strategic Ohio Council for Higher Education (SOCHE) schools. Participation is by placement audition.

Responsibilities

• Front Desk Reception and Customer Service
  • Serve as the first point of contact for visitors, prospective and current students, families, vendors, and the general public.
  • Direct visitors to appropriate spaces; provide parking and access information.
  • Greet all guests professionally and provide basic information about the band program, facilities, and services (auditions, rehearsals, performances, policies).
  • Route complex inquiries to the appropriate staff member.
  • Guide prospective, current, and alumni members through university processes and the physical campus as needed.
  • Assist with basic forms, sign-ups, and access to band resources.
• Communications
  • Answer and respond to phone calls and other communications platforms with clarity and consistency.
  • Monitor shared email and communications accounts; respond to inquiries in a timely, courteous manner.
  • Forward specialized and recurring questions to appropriate personnel.
  • Maintain up-to-date voicemail and out-of-office messages.
• Deliveries and Mail
  • Order, receive, sign for, and route deliveries (instruments, uniforms, equipment, office supplies).
  • Sort and distribute incoming mail; prepare outgoing mail and packages.
  • Maintain a log of high-value or time-sensitive deliveries.
  • File and maintain paperwork.
• Administration and Recordkeeping
  • Maintain organized digital and paper files.
  • Assist with data entry and processing (contact lists, rosters, course registrations, attendance logs, instrument checkout/repair records).
  • Monitor and restock office and educational supplies.
  • Provide general clerical support (copying, scanning, basic document preparation).
  • Collaborate on financial tasks such as budget maintenance, contract preparation, expenditure monitoring, and financial reports.
• Scheduling and Calendar Support
  • Assist with scheduling appointments, auditions, and meetings using the office calendar system.
  • Post and update rehearsal schedules, office hours, and event notices in online platforms.
• Event Support
  • Provide coverage during key times such as rehearsals, performances, and other events (may require early mornings, late evenings, or flexible hours due to athletic schedules).
  • Distribute and collect sign-in sheets, forms, and basic event materials.
  • Assist with special projects, recruitment mailings, or outreach efforts.
  • Ensure technology necessary for event completion is maintained and ready for use.
• Facility Access and Basic Security
  • Monitor traffic in and out of the band office and adjacent spaces; ensure only authorized individuals access these areas.
  • Follow established procedures for opening and closing the facility, including securing doors, equipment, and confidential materials.
  • Report maintenance, safety, or security concerns to the appropriate university office.
• Collaboration
  • Act as liaison to internal departments, external entities, and community organizations.
  • Work closely with campus partners to schedule shared spaces and navigate complex logistics.
  • Participate in meetings and trainings as needed.
• Compliance and Confidentiality
  • Handle student information in accordance with FERPA and other applicable regulations.
  • Maintain confidentiality of sensitive conversations and documents encountered at the front desk.
  • Provide information consistent with band policies, procedures, and university guidelines.
  • May provide direct and/or indirect supervision to exempt and non-exempt staff (hiring/firing, performance evaluations, disciplinary action, approving time off).
• Perform related duties based on departmental need.

Requirements

• Bachelor’s Degree.
• Seven (7) years of relevant work experience and/or other specialized training can be used in lieu of the education requirement.
• Three (3) years of relevant experience.

Qualifications

• Performing and/or instructional experience in outdoor and/or indoor band ensembles.
• Prior band ensemble administrative experience.

Benefits

UC offers an exceptional benefits package designed to support well-being, financial security, and work-life balance. Eligibility may vary by position and FTE status.

• Comprehensive Tuition Remission: Covers tuition costs for nearly all undergraduate and graduate programs for you and eligible dependents.
• Robust Retirement Plans: Choose between state pension plans (OPERS, STRS) or an Alternative Retirement Plan (ARP), with UC contributing 14–18% of your salary.
• Work-Life Balance:
  • Generous vacation and sick time.
  • 11 paid holidays plus additional end-of-year paid time off (Winter Season Days).
  • 6 weeks of paid parental leave for new parents.
• Additional Benefits:
  • Competitive salary based on experience.
  • Comprehensive health coverage (medical, dental, vision, prescription).
  • Flexible spending accounts and wellness programs.
  • Professional development and mentorship opportunities.

Physical Requirements/Work Environment: Office environment with no specific unusual physical or environmental demands.