School of Music Operations Specialist

University of Iowa - Iowa City, IA

Full-time - Mid Level

Iowa City, IA

1,001-5,000 employees

Educational Services

About the position

The School of Music at the University of Iowa is seeking a full-time Operations Specialist to oversee and enhance the administrative operational functions of the department. This role is pivotal in ensuring that the School of Music can effectively fulfill its missions in research, teaching, and service. The Operations Specialist will work closely with the Administrator for the Performing Arts and the School of Music Director to provide strategic oversight and guidance on the daily operations of the office and its programs. This includes making high-level decisions regarding operations, finance, and human resources, which are essential for the smooth functioning of the department. In this position, the Operations Specialist will coordinate and manage work processes and administrative procedures to improve the efficiency and effectiveness of complex departmental operations. A significant aspect of the role involves supervising technical, academic support, and administrative staff, ensuring that staffing levels are aligned with departmental needs. The Operations Specialist will also oversee departmental event planning, ensuring that events are executed smoothly and effectively. Additionally, the role includes initiating, reviewing, and editing HR transactions on behalf of the School of Music, as well as assisting in the development of a large and complex budget alongside the PA Administrator and SoM Director. The ideal candidate will possess strong financial and project management skills, as well as excellent communication abilities, both oral and written. A focus on maintaining a team-oriented environment is crucial, as the Operations Specialist will be responsible for fostering collaboration and support among staff members. Attention to detail and problem-solving skills are also essential for success in this role, as the Operations Specialist will be tasked with navigating the complexities of university operations and administration.

Responsibilities

• Plan, organize, and lead the administrative operational functions for the School of Music.
• Provide oversight, advice, and guidance on the development and implementation of day-to-day office and program administration.
• Make high-level decisions regarding operations, finance, and human resources in conjunction with the PA Administrator and SoM Director.
• Coordinate and manage work processes and administrative procedures to increase efficiency and effectiveness of departmental operations.
• Supervise technical, academic support, and administrative staff, ensuring appropriate staffing alignment with department needs.
• Oversee departmental event planning and execution.
• Initiate, review, and edit HR transactions on behalf of the School of Music.
• Assist in budget development for a large and complex budget.

Requirements

• Bachelor's degree in business administration or related field or equivalent combination of education and experience.
• Minimum of 2-3 years of higher education office administration or related experience.
• Demonstrated experience in financial and/or project management.
• Extensive knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, Forms, etc.) and data collection mechanisms including databases and Qualtrics.
• Demonstrated experience leading, motivating, evaluating, and rewarding personnel, including experience supervising administrative staff.
• Demonstrated effective oral and written communication skills; ability to communicate clearly and build strong professional relationships.
• Strong attention to detail and strong problem-solving skills.

Nice-to-haves

• Working knowledge of university policies, procedures, and regulations.
• Experience with continuous process improvement.
• Degree or experience in music or in the performing arts.