Job Description

Job Title

Job Description

• Office Administration and Support
  • Receives visitors to the Band Office, both in person or on the telephone; provides support via email when able, and helps answer/triage questions.
  • Order supplies for office, breakroom, and trips, including facilitating catering orders.
  • Schedule gameday ushers, Bond Hall chair set-ups, student meals, general work orders, and vehicle maintenance.
  • Schedule bulk mailings for Alumni, First Year students, High School recruitment; Publish quarterly newsletter.
  • Manage Band Master Calendar and Ricci Building Schedule; Request building hours from band staff and schedule with AIM request. Maintain all bulletin boards.
  • Maintain workroom and office organization.
  • Maintain the Band student database. Coordinating necessary paperwork and electronic forms for hourly student employees and their positions, which includes student employment and temporary on-call/temporary employment (SMC/HCC students).
  • Initiate separation procedures, update hiring records, and manage removal from Student Employment Tool and/or Personnel Actions forms.
  • Serve as the liaison between Band Department and Student Employment/Payroll with procedural changes to ensure the continuity of student employee data.
  • Manage employee payroll via Ultratime and facilitate bi-monthly departmental approval for hourly student employees.
  • Manage Band Webstore, ship orders, monitor inventory, reorder products when needed, upload product details.
  • Keep an accurate database of donated instruments, order instrument case tags with donor requested information; send annual thank you cards to donors.
  • Coordinate with Residential Life to ensure early move-in for required Band students for Band Camp.
  • Assist with travel coordination, hotel reservations, meals, airfare, rental vehicles for Bowl Games, Shamrock Games, and Concert Tours. Facilitate per diem requests.
  • Schedule piano and harp maintenance.
  • Manage Marching Band attendance and absence requests/approvals.

• Financial Support
  • Process departmental purchases in compliance with the University’s BuyND & Procurement Card procedures.
  • Coordinate Paypal payments, cash/check deposits with FirstSource Bank and document through the Financial Toolkit.
  • Facilitate and reconcile account transactions and transfers using the Financial ToolKit and University Journal Voucher procedures.
  • Manage Procard/Meeting Card for Department expenses.
  • Assist with processing expense reports for Band Staff.
  • Process donation paperwork.
  • Document and pay received departmental invoices.

• Additional Responsibilities and Duties
  • Participate as an integral member of a large, multifaceted Student Development team interacting daily with colleagues in the Gender Relations Center, Multicultural Student Programs and Services, Office of Student Enrichment, Office of Community Standards, Student Activities Office, University Bands, Family Resource Center, and student media groups.
  • Ability to run errands on campus when necessary.
  • Other duties as assigned.

Minimum Qualifications

• High school diploma or GED
• 1-2 years of related experience
• Excellent interpersonal skills, both written and verbal
• Demonstrate strong leadership, customer service, team building, and decision-making skills
• Basic computer proficiency, including Microsoft Office and Google Suite
• The successful candidate will also possess a commitment to fostering Judeo-Christian values, consistent with the mission of a Catholic university founded by the Congregation of Holy Cross.

Preferred Qualifications

• Associates or Bachelors degree
• 2+ years of experience in office coordination for a large, diverse team
• Possess a current CPR, AED, and First Aid Instructor certification, or the ability to obtain one
• Experience with Notre Dame’s BuyND, Payroll, UltraTime, Procurement, Accounts Payable and TravelND systems preferred

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