The Ambrose Arts Administrative Assistant is responsible to provide administrative support to Ambrose Arts, office management, writing and communication, scheduling, support for ensembles, and reception services for Ambrose Arts. The Administrative Assistant supports the planning and organization of productions and is the point of contact for Sessionals, performers, and students connected to three music degrees and several minors.
The Administrative Assistant works closely with the Ambrose Arts faculty and Sessionals. The Administrative Assistant liaises with the Dean of Arts and Science’s Office and Senior Coordinator for Experiential Learning – Arts and Science, as well as other departments, including Communications, Campus Services, and Recruitment and Admissions.
Work Hours: 24 hours per week Start Date: August 1, 2024
Permanent position, August 1 to May 15 annually.
Duties and Responsibilities
Ambrose Arts Support
· Handle incoming and outgoing communications on behalf of the Ambrose Arts Chair and faculty.
· Support budget management and record-keeping.
· Maintain bulletin boards and signage in the music wing.
· Distribute electronic communications to students, faculty, and Sessionals.
· Book meeting rooms and food service for Ambrose Arts events.
· Serve as a point of contact for incoming, current, and graduated students.
· Serve as liaison between the Ambrose Arts Chair and students.
· Maintain an up-to-date contact list of current students and Ambrose Arts alumni.
· Support the Faculty Recruiter in communicating with schools and studios.
· Help students through the admission process.
· Schedule music rehearsal rooms and book lockers and equipment.
· Schedule juries for music students. Assist with communication and record-keeping, as needed.
· Support Ambrose Arts Labs through scheduling, communication, and taking attendance, as needed.
· Manage the Music Library. Ensure accurate records of musical scores and loans.
· Order, number, and catalog new music for courses, ensembles, and productions.
· Book piano tunings in preparation for each semester and performances, as needed.
· Keep tabs on necessary equipment repair and replacements.
· Organize guest lecturers and workshops. Forward information for contracts, fees, and payments, as needed.
· Support the syllabus preparation process for Applied Music instructors.
· Provide logistical support for Ensemble Directors (i.e., University Singers, University Voices, Chamber Orchestra, Jazz Big Band, Jazz Combo). This includes collecting fees and record-keeping related to community members, assisting with communication to and from ensemble members, and distributing and collecting music.
· Provide logistical support for Summer Music Camps (i.e., Jazz, Bass, Drum) and the Vocal Festival related to organization, communication, promotion, registration and fees, preparing materials, and hosting.
· Support the planning and booking of field trips, music tours and travel study trips.
Event Management Support
· In collaboration with faculty and staff:
· Support the season planning process by scheduling meetings, taking minutes, and managing communications.
· Maintain and communicate the Ambrose Arts Calendar.
· Support production management (e.g., venue, sound, lighting, staging, costume, etc.).
· Manage bookings for on and off campus venues for music concerts and other Ambrose Arts events.
· Organize the box office. Ensure ticketing systems are in place and functional. Create a box office report for each event.
· Oversee the front of house for Ambrose Arts events, including coordinating and overseeing student volunteers.
· Arrange necessary transportation of students for off-campus activities. This includes managing waiver forms.
· Assist in organizing other Ambrose Arts events, such as guest lecturers, Program Days, workshops, and recruiting events.
· In collaboration Communications, oversee the production of marketing material and programs for Ambrose Arts events. For social media, this includes liaising with Communications and assisting with content generation.
Qualifications
Education and Experience
· A bachelor’s degree related to music is preferred.
· Education and experience related to arts administration is preferred.
Skills
· Proficiency with Microsoft 365.
· Strong verbal, written, and spoken communication skills.
· Able to write for a variety of formats and audiences.
· Basic proficiency in producing social media content.
· Organizational skills.
· Able to order priorities with a high level of efficiency reflected in good work habits and a sound work ethic.
· Able to oversee and handle complex processes, timelines, and deadlines.
· Able to work effectively independently and with supervision.
· Strong relational and collaboration skills.
Personal Characteristics
· Be in agreement with Ambrose’s values, mission, vision, and statements of faith.
· Must have a quality of spirit that will be reflected in a growing relationship with God and interpersonal relationships.
· Sensitive and able to work with a diversity of people and cultural groups.
Other
· Able to work occasional hours on evenings and weekends to assist with Ambrose Arts events.
Additional Information
- A compensation package commensurate with education and experience is available.
- Employment is contingent upon satisfactory background criminal check and academic transcripts.
- In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents of Canada.
- Ambrose Employees agree to uphold and sign the University’s Statement of Faith upon initial appointment and govern the conduct of his or her work, in accordance therewith.
APPLICATION PROCESS
To apply, please send a letter of application and resume to , indicating “Administrative Assistant, Ambrose Arts” in the subject line.
Only those selected for an interview will be contacted.
Ambrose University is a private, accredited Christian post-secondary institute located in South West Calgary. Our Faculty of Arts and Science offers provincially accredited Bachelor of Arts degree programs majoring in Behavioural Science, Christian Studies, English Literature, General Studies, History, and Psychology as well as Bachelor of Business Administration, Bachelor of Music, and a Bachelor of Science majoring in Biology. We also offer a Bachelor of Education (After Degree). Our Faculty of Theology offers undergraduate programs in Children’s Ministries, Church Ministries, Intercultural Studies, Worship Arts and Youth Ministries. At the Seminary level there are a variety of graduate options including Master of Divinity, Master of Arts, Master of Christian Studies as well as Diploma and Certificate programs. Ambrose is committed to the integration of Christian faith with academic discipline, with a vision for academic excellence in the service of the church and the world. For more information visit us online at www.ambrose.edu.
Work Location: In person
