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Job Title: Administrative Assistant
Location: New York, NY United States
Position Type: Full Time
Post Date: 03/16/2017
Expire Date: 05/16/2017
Job Categories: Administrative and Support Services, Advertising/Marketing/Public Relations, Computers, Hardware, Computers, Software, Education and Library, Finance/Economics, Financial Services, Information Technology, Other, Telecommunications, Publishing, Purchasing, Executive Management, Quality Control, Research & Development, Writing/Authoring
Job Description
Administrative Assistant
Manhattan School of Music Position Description

Title: Administrative Assistant
Department: Advancement, Media & Communications
Reports To: Vice-President for Advancement, Vice-President for Media &
Supervises: n/a
Internal Contacts: Vice President for Advancement, Vice President for Media &
Communications, VP for Administration and Human Relations,
Advancement and Media & Communications Staff, Faculty, Staff
External Contacts: Select suppliers of goods and services to Advancement and Media
& Communications departments, other external contacts as required

The position reports to and will work closely with the Vice President for Advancement and the Vice President for Media & Communications in supporting the administrative needs and day-to-day operations of their respective offices.

General (for Advancement and Media & Communications)
Provide general administrative support by managing the calendar and schedule of the Vice President for Advancement and the Vice President for Media and Communications (“the VPs”) answer and route phone calls, and maintain contact lists for each of the VPs
Greet visitors and escort them to meetings with the VPs
Schedule, plan, and manage meetings and special events for the VPs by managing invitations, creating agendas, taking notes, making reservations and/or ordering catering and rentals, creating and maintaining guest lists, and responding to RSVPs
Write and proofread correspondences
Assist with the maintenance and organization of files and records in various databases
Submit invoices, keeping organized records of the expenditures of the VPs and their respective departments
Maintain and monitor budgets of the VPs’ respective departments
Reconcile the VPs’ credit card accounts and expenses
Track Advancement and Media & Communications staff vacation days, send staff updates (staff out of the office due to vacation/personal days or doctor appointments), and manage departmental personnel calendars
Submit time sheets to payroll (student workers and part-time staff)
Ensure operation of office equipment; contact Facilities and Information Technology for requests and repairs
Anticipate and maintain office supply needs, putting in requests to mailroom for new orders
Manage office subscriptions
Other duties as assigned

Specific to Advancement
Track named college and precollege scholarship recipients’ materials, merging and preparing notification letters to the donor
Assemble marketing and promotional materials packets for prospective donors
Conduct research and create briefings for cultivation events
Organize, pick-up, deliver, and distribute mail
Track Advancement staff birthday reminders/circulated birthday cards for staff to sign

Specific to Media & Communications
Track and curate press clippings generated by and relevant to MSM
Track internal “success stories” email list, and create bi-weekly distribution packages of highlights to disseminate to Community
Assist the department in responding and managing inquiries from Faculty and Staff
Manage and maintain School’s email marketing lists

Qualifications & Requirements
Job Requirements:
An undergraduate degree and at least one year of administrative work experience are required
Knowledge of the Microsoft Office suite, especially Word and Excel, as it relates to administrative functions is also required.
Knowledge of Raiser’s Edge or similar Customer Relationship Management software programs is highly desired
Ability to work on a defined schedule in a fast-paced, deadline-driven environment
Strong interpersonal, communication, and organizational skills, as well as financial acumen
Demonstrated ability to coordinate tasks and communications between various departments
Ability to complete work in a timely manner
Discretion and confidentiality
Excellent customer service skills
Demonstrated passion for music and education a plus

Contact Information:
Send letter of application and résumé including three references to:

Brian Dailey, Assistant Vice President of Advancement
Email: bdailey@msmnyc.edu

Manhattan School of Music
120 Claremont Avenue
New York, NY 10027

No Phone Calls Please
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Contact Information
Contact Name:Brian Dailey ,Assistant Vice President of Advancement
Contact Email:Email: bdailey@msmnyc.edu
Company Description:
Equal employment and equal educational opportunity have been and will continue to be fundamental principles at Manhattan School of Music, where employment and enrollment are based upon personal capabilities and qualifications without discrimination or harassment because of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship or veteran status, disability, or any other characteristic protected by law. Manhattan School of Music does not permit retaliation against individuals who oppose a discriminatory practice or participate in an investigation
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