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Position Title:

Music Department Administrative Assistant

Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Department Assistant

Job Duties:

The Departmental Assistant provides administrative and program support to the department chair, faculty, and staff in the Department of Music. Establishes, maintains, and ensures compliance of department records to ensure departmental goals. Tracks department funds and purchasing. May handle a variety of clerical, student support, and facility coordination duties.

Key Job Responsibilities:

Coordinates projects and program components including, scheduling and logistics, unit workflow, and identifies areas for process improvements

Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to department operations according to established policies and procedures

Serves as a primary point of contact for the department

May provide operational guidance and training on day-to-day activities of student workers and program staff

Monitors the department, unit or program budget and expenses, and may assist in the development of program budget and projections

Identifies, troubleshoots, and resolves problems regarding technical systems and programs related to department operations

Department: Music Department

Reports To: Department Chair

Full-Time: 100%, University Staff, 12-month ongoing appointment, one vacancy

Administrative & Office Operations

Coordinate departmental operations, including meetings, calendars, communications, and general office support.
Provide administrative support for faculty recruitment, hiring, onboarding, and course scheduling (catalog and classroom assignments).
Process departmental forms and manage operational, facilities, and personnel-related requests.
Supervise student employees, including hiring, scheduling, and payroll coordination.
Coordinate departmental logistics, including applied lessons, juries, recitals, scholarships, travel, and equipment/facility management.
Serve as a resource for students and provide support to faculty and other academic departments as needed.

Budget & Financial Administration

Manage and reconcile departmental budgets in collaboration with the chair, including tracking expenses, revenue, and financial activity.
Support procurement and purchasing processes, including vendor coordination and supply management.
Process financial transactions, including travel reimbursements, expense reports, honoraria, and student fees, in compliance with university policies.
Ensure accurate and timely financial reporting, billing, and documentation.

Recruiting, Marketing & Events

Create and print programs for approximately 40 music events each year.
Coordinate and support events, including concerts, festivals, auditions, and recruitment activities.
Manage audition scheduling and related communications.
Develop and maintain departmental communications, including website, social media, and promotional materials.
Collaborate with faculty and partners on outreach, recruitment, and alumni engagement efforts.
Oversee event logistics and operations, including staffing and audience services.

Other Duties:

Complete required trainings and professional development as assigned.
Other duties as assigned.

Knowledge, Skills and Abilities:

Proficiency with Microsoft Office, Outlook, and social media platforms, with the ability to learn campus systems such as Adobe Creative Cloud, Workday, and scheduling, budgeting, hiring, and reporting software.

Strong written, verbal, and interpersonal communication skills.

Skills in budgeting, accounting, and recordkeeping.
Strong organizational skills, with the ability to work independently and to prioritize and multitask in a fast-paced environment.
Ability to interpret and apply shared-governance and university personnel guidelines and procedures.
Physical ability to lift up to 30 pounds.

Required Qualifications:

High School Diploma

The University of Wisconsin-Superior does not offer H-1B or other work authorization immigration sponsorship for this position. Candidates must be independently, legally authorized to work in the United States at the time of hire and maintain their work authorization without the support or help of UW-Superior throughout employment. UW-Superior is not an E-Verify employer; therefore, it cannot employ individuals on the STEM OPT extension. If you have questions regarding this, please contact Human Resources.

Desirable Qualifications:

Bachelor’s degree
Administrative support experience
Familiarity with the systems, terminology and procedures of an academic music department

Compensation & Benefits: Salary range for this position is: $17.75 - $19.25 per hourly. This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf.

University of Wisconsin-Superior is a gold-level certified employer recognized by Family Friendly Workplaces.

Starting Date: August 10, 2026

Contact Information:

For additional information about UW-Superior, visit www.uwsuper.edu;

For additional information about this position, contact Mike Lueck at [email protected].

Application Process:

Review of all complete applications will commence at 4:30pm on July 14, 2026, and will continue until the position is filled.

How to Apply:

Click the “Apply” button to begin the application process or visit: https://www.uwsuper.edu/about/employment/. You will be prompted to log in or create a Workday account to continue.

Important: The application includes only one attachment field. Please upload all required documents in that single field—either as one combined file or as multiple files attached in the same upload area.

Applications will not be considered complete unless all required materials are submitted.

1.) Cover Letter

2.) Resume

UW-Superior, A Superior Place:

The University will not reveal the identities of applicants who request confidentiality in writing, except that the identities of ‘final candidates’ must be revealed upon request. According to the Attorney General, ‘final candidates’ under Wisconsin law means the five candidates who are considered most qualified for the position. See Wis. Stat. Sec. 19.36(7)(a).

Employment will require a criminal background check, and if you have prior work history within the last seven years with Universities of Wisconsin or State of Wisconsin agencies, a personnel file review check for employee misconduct. It will also require your references to answer questions regarding employee misconduct, sexual violence and sexual harassment. The University reserves the right to check references with notice given to the candidates at the appropriate time in the process.

Employment is subject to federal laws that require verification of identity and legal right to work in the United States as required by the Immigration Reform and Control Act.

For UW-Superior campus safety information and crime statistics, review the Annual Security Report or contact the University Police Department Safety at 715-394-8114 for a printed copy.

UW is an Equal Opportunity Employer

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.