Music, Theater and Dance Department Coordinator

  • Charlotte, NC
  • Full-time

Job Description

The department coordinator executes day-to-day administrative support for the music, theater and dance department under the direction of the dean. This position maintains office functions, contributing to the daily operations of the department and music academy.  This is a full-time, 37.5 hours per week position reporting to the Dean of the College of Arts and Sciences.

Essential Duties and Responsibilities
 include the following:

  • Maintain student and faculty records (assisting with faculty load assignments, assigning applied music students, adjunct contract processing, organizing recitals, etc.).
  • Supervise and train student staff.
  • Assist in maintaining department budgets (purchasing supplies; coordinate production of the department newsletter, schedule department concerts).
  • Coordinate interaction with prospective students (communicating information to students, coordinating campus visits, scheduling scholarship auditions).
  • Coordinate the music academy (processing all registrations and bills, assisting with brochure design and mailings, generate progress reports, and maintain communication with academy families).
  • Assist in preparing for accreditation requirements and visits/NASM and AMTA.
  • Organize the department’s involvement in orientation weekends.
  • Maintain the music library (purchasing and cataloging music and recordings).
  • Coordinate piano contracts (tuning visits, payments, etc.).
  • Coordinate theater and music auditions.
  • Work with faculty on scholarship awards and write/send award letters.
  • Use Jenzabar to generate reports and pull student records.
  • Communicate to the general public about the department’s schedule of events (i.e. local papers and other publications).
  • Coordinate use of Dana Auditorium for guest artists.
  • Coordinate student qualifying exams and field exit exams.
  • Attend student recitals and department concerts (occasional weekend and evening events).
  • Coordinate maintenance requests/needs.
  • Assist the chair of the department as needed.

Non-Essential Duties

  • Other duties and special projects may be assigned to meet department goals.


Experience, Knowledge and Skills Required

  • Prior administrative assistance experience; preferably academic and/or arts environment.
  • Exceptional organizational skills and multi tasking are needed for this job position.
  • High level of energy, eager to welcome faculty and students warmly.
  • Ability to multitask while remaining committed to detail-oriented work.
  • Meets or exceeds known deadlines with integrity, urgency and accuracy.
  • Excellent organizational and time management skills.
  • Proven attention to detail, ability to establish priorities and meet deadlines; strong follow-up and follow-through to completion skills necessary.
  • Proven ability to function independently as well as part of a team.
  • Excellent and proven written, verbal and interpersonal communication skills.
  • Personal integrity, professionalism and a understanding of academic honor.
  • Proven ability to maintain the utmost confidentiality.
  • Proficiency in Microsoft applications (Word, Excel, PowerPoint, and Outlook).
  • Availability to regularly work a flexible schedule, including nights and weekends, to meet demands of the position.
  • Bachelor’s degree in arts or music related field or the equivalent in experience and education.

Physical Requirements (with or without reasonable accommodation)

  • Visual Abilities:  Read reports, create presentations and use a computer system.
  • Hearing:   Hear well enough to communicate with co-workers, vendors, and students.
  • Dexterity, Grasping, Feeling: Write, type and use the telephone, copier, and computer systems.
  • Mobility:  Open files and operate office machines; move between departments and attend meetings across campus.
  • Talking:  Frequently convey detailed or important instructions and ideas accurately, loudly, or quickly.
  • Lifting, Pulling, Pushing: Exert up to 50 pounds for force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Additional Information

  • Work in office environment, involving contact with faculty, staff, students, parents, service providers and vendors.
  • Work has deadlines, multiple interruptions, high volume and may be stressful at times.
  • Work requires regular nights and weekends.

Queens University of Charlotte is a private, co-educational, Presbyterian affiliated comprehensive university located in the heart of Charlotte, North Carolina, and is consistently ranked in the top tier of Southern Regional Masters Universities. The university has more than 2,400 undergraduate and graduate students in programs offered by the College of Arts and Sciences, the McColl School of Business, the James L. Knight School of Communication, the Wayland H. Cato Jr. School of Education, the Andrew Blair College of Health and the Presbyterian School of Nursing. Additional information about Queens University of Charlotte may be found at

If this sounds like the right job for you, then use the button below to submit your application.  Be prepared to upload a cover letter, resume or CV, and contact information on three professional references. We look forward to reviewing your application.