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Music Department Front Desk Operations (Work Study Only) 

 

SUMMARY: 

Under direct supervision, the student assistant will perform general administrative duties in department office, assist staff on assigned projects, and provide customer assistance at the front-desk reception area. 

 

PRIMARY RESPONSIBILITIES: 

Administrative Duties 

  • Assisting department staff with administrative processes and operations, including reset of classrooms after each course. 
  • Administering and tracking the distribution (check-in/out) of office equipment and keys.  
  • Responding promptly and professionally to inquiries received through the department’s general inbox.  
  • Greeting and directing clientele: this may include students (incoming, undergraduate, and graduate), parents, faculty, staff, and other guests. 
  • Filing, copying, and printing or scanning instructional materials for faculty. 
  • Maintaining the database and spreadsheets through various methods including data entry. 
  • Checking voice messages and responding to phone calls. 
  • Monitoring and loading the department’s office supply inventory and printer (restocking and organizing). 
  • Posting and updating department flyers and posters in display areas, outside studios, and around campus. 
  • Picking up and distributing external and internal campus mail to department faculty mailboxes. 

 

Occasional Duties 

  • Typing various departmental forms. 
  • Assisting departmental faculty and lecturer with administrative requests, department events, and other projects as assigned. 
  • Back up for ensemble support staff in setting up facilities for Symphony, Jazz Orchestra, Wind Ensemble, or Opera Workshop as needed. 

  

REQUIRED QUALIFICATIONS: 

  • Valid work-study award. 
  • Punctuality. 
  • Strong organization, filling, and communication skills. 
  • Proficiency with computers and printers. 
  • Proficiency with Word and Excel. 
  • Ability to demonstrate professional behavior and willingness to learn. 
  • Respect for confidential/sensitive material and information. 
  • Reliability. 
  • Ability to work on occasional weekends and during auditions. 

  

PREFERRED QUALIFICATIONS: 

  • Previous office or receptionist experience. 
  • Familiarity with the UC Irvine campus.