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Music and Theatre Arts: Academic Department Associate

UW-Eau Claire – Eau Claire Campus

Full Time, Staff

  • Official Title: Academic Department Associate
  • Job ID: #17596
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Music and Theatre Arts: Academic Department Associate

A full-time university staff position is available in Music and Theatre Arts beginning in later October 2021. The working title for this assignment is Administrative Assistant with an official title of Academic Department Associate.  This is an expected-to-continue assignment which requires a six-month probationary period.  The expected hourly hiring salary will be based on qualifications and experience.



  • Excellent organization, record-keeping, communication, and customer service skills
  • Strong interpersonal, problem-solving, and collaboration skills to interact effectively with the department chair, university offices, faculty, staff, students, and community partners
  • Demonstrated verbal and written communication abilities
  • Knowledge of and ability to learn quickly common software applications
  • Ability to conduct tasks professionally and confidentially
  • Commitment to equity, diversity, and inclusivity


  • Bachelor’s degree preferred.
  • Experience successfully navigating complex organizational policies and procedures.
  • Previous college/university experience may be considered an asset.
  • Experience with continuous process improvement may be considered an asset.

DUTIES: This position functions as the administrative assistant to the Department of Music and Theatre Arts. This position reports to the department chair; however, independence in initiating and fulfilling responsibilities is expected.  This position works independently in providing administrative support and assistance to the departmental programs (faculty and students) and receives minimal supervision.  Excellent organizational, communication and interpersonal skills; initiative; and the ability to work independently are essential to this position.

A. Provide Administrative Support and Assistance (60%)

A1. Manage the departmental event and room calendars and be the primary contact for the scheduling of department rooms and performances spaces. 

A2. Prepare and implement the class schedule.  Add, cancel, and change classes as requested by the Chair.  Verify and edit semester class schedules.  Provide recommendations on room assignments or scheduling conflicts.  Represent the department at meetings with the Registrar’s office to keep abreast of class schedule building and registration procedures and interpret those procedures to the Chair.  Process applied music permissions, ensemble permissions, and mass adds for ensembles and applied music with the assistance of the student worker(s). 

A3. Manage the music auditions.  Maintain audition data received from the online application software.  Establish and maintain audition files for each auditionee.  Send confirmations to each student prior to the audition date.  Arrange audition schedules for each of the audition dates at least one week prior to the audition.  Send out audition result letters, code in the admitted student degree programs according to audition results.  Work with AARC on new student orientation enrollment.

A4. Process and maintain data for all departmental scholarship awards.  Send award letters to all scholarship recipients.  Ensure accuracy of scholarship application for the Scholarship Committees. 

A5. Maintain student degree plan and advisor assignment updates.

A6. Distribute advisee information to all faculty.

A7. Manage records for department filing systems, including files for recruitment, auditions, majors and minors, and course offerings (collect all course syllabi each semester).

A8. Coordinate the preparation and distribution of instructor evaluations; compile individual data as necessary.  Distribute confidential results to individual faculty and Department Chair. 

A9. Attend and take minutes of all department meetings.  Prepare and distribute minutes to the department faculty.  Reserve necessary rooms for the meetings. 

A10. Interview walk-ins as to the nature of their questions or needs.  Handle routine questions.  Screen department phones, assist students, university personnel, and the public by answering questions or seeking further help.

A11. Manage the coordination of activities for recruitment of new faculty members.  Make travel arrangements, coordinate the interview schedule and manage retention of recruitment records.

A12. Screen correspondence and phone calls for department chair.  Schedule appointments with administrators, students, and faculty. 

A13. Serve as the central contact person for the University Bookstore for the ordering of textbooks.  Coordinate faculty textbook online ordering in conjunction with the University Bookstore.  Attend meetings with Bookstore personnel to keep abreast of current procedures and changes in ordering policies.

A14. Coordinate with LTS the maintenance and repair of audio-visual equipment, computers, and data network.

A15. Prepare and mail thank you letters to Foundation donors each quarter with the assistance of the student worker(s).

B. Maintain and monitor budget accounts, contracts with certain outside agencies or individuals, and purchases for the Department of Music and Theatre Arts. (35%)

B1. Make payments on behalf of the Department by initiating Direct Payment Forms, Payment to Individual Requests, or payment requests through a Foundation fund.

B.2. Initiate and maintain purchase orders. Allocate funds and update revenues, allocations, encumbrances, and expenditures for all purchase orders.

B3. Coordinate purchases of new instruments and instrument supplies, including analyzing costs of major purchases and coordinating the bidding process with Purchasing.

B4. Function as the department’s cashier by receiving cash and checks, coding and preparing receipt documents according to Blugold Central’s cash handling policies and procedures and making deposits.

B5. Develop and maintain financial spreadsheets for future reference and planning.

B6. Check central administrative accounts in WISER on a monthly basis for accuracy. 

B7. In collaboration with Chair, update departmental financial data monthly and create financial reports annually to share with Department.

B8. In collaboration with Chair, create budget reports and analysis for preparation of student senate organized activities budget requests.

B9. On a quarterly basis, provide balance sheets for department festivals, workshops, contests, and special revenue raising events.  Reconcile these accounts and provide reports for internal and external management as needed.

B10. Coordinate and resolve problems with Business Services and Accounts Payable.

B11. Balance and close records at the end of the fiscal year.  Participate in year-end reconciliation activities.  Provide budget reports and account analysis to the department chair.  Design charts, tables, or other reports as necessary for the department’s Annual Report.

B12. Develop with the chair the department’s annual operating budget.

C. Inventory control and maintenance.

C1. Manage the department permanent property database, including records for office equipment, computers, and media equipment. 

C2. Report condition of permanent property to the department chair as needed.

C3. Prepare surplus equipment forms and coordinate the removal of surplus equipment with Purchasing.

C4. Coordinate the checkout of lockers and instruments.

C5. Coordinate with Facilities Management the repair of departmental facilities.

C6. Coordinate with LTS, outside contractors, or provide special media arrangements for regularly scheduled classes and special events.

D. Supervise and delegate work to student assistants in office.

THE UNIT: The unit of Music and Theatre Arts consists of 47 staff members.

UNIVERSITY and EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE: Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the Music and Theatre Arts: Academic Department Associate position (Job ID # 17596) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached and all required fields are completed.  Please be sure you have included the following in PDF format:

  • Letter of application
  • Resume
  • Names and contact information for three references.

Please direct requests for additional information to:

Gretchen Peters, Chair of Music and Theatre arts Department;

To ensure consideration, completed applications must be received by October 14, 2021.  However, screening may continue until position is filled. 

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings will change in November 2021. Job duties and responsibilities will remain the same. For more information please visit: