Administrative Specialist, Academic

College of the Arts

School of Music

Georgia State University

The College of the Arts (COTA) offers top degree programs in art, music, film, theatre and more. The College connects its students with Atlanta’s thriving arts scene and booming film and music industries. Through the College’s partnerships with the City of Atlanta's cultural organizations, students combine their craft with training in entrepreneurship and the latest digital technologies to ensure dynamic, successful careers. Established in 2016, the College of the Arts is comprised of three schools: Ernest G. Welch School of Art & Design, School of Film, Media & Theatre, School of Music, as well as the Dean’s Office, Office of Educational Outreach, and the Rialto Center for the Arts.

The School of Music is seeking an Academic Specialist to support registration and scheduling, graduate admissions and advising, and other academic affairs within the School. This position provides high-level administrative support to the School of Music and the Graduate Director. The ideal candidate will be detail-oriented, capable of managing multiple responsibilities, and familiar with university policies and procedures. The role requires both the ability to take direction and work independently while meeting tight deadlines. Maintaining confidentiality and professionalism is essential.

WHAT MAKES The College of the Arts A GREAT PLACE?

• A flexible work environment
• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with diverse partners.
• Professional development opportunity and mentorship
• A rapidly growing center within an academic setting
  
  
  

Here Is What You Will Do: Registration Coordination

• Communicate audition results with the Office of Academic Assistance for concentration/attribute processing; manage registration for incoming students following successful audition/acceptance into the School of Music.
• Process override requests, audit requests, registration adjustments, grade change requests, and late registration requests.
• Work with the University Advisement Center to ensure students are properly registered.
• Manage the [email protected] email and assist with [email protected] general email inbox.
  
  
  

Scheduling/Program Coordination

• Collect course syllabi from all School of Music faculty members (Full and Part-Time).
• Generate the semester course schedule (including staffing and adjustments as needed) and manage/update the School of Music Projected Class schedule in collaboration with the Associate Dean, Undergraduate and Graduate Directors, School of Music Area Coordinators, and the Office of Academic Assistance
• Serve as ex officio member of the School of Music Academic Affairs Committee and Executive Committee.
• Work with College of the Arts, Office of Academic Assistance, the Undergraduate Director, Graduate Director, and Director of the School of Music to edit and maintain the Undergraduate and Graduate Catalogs, policies, and procedures. *
• Assemble and maintain the Faculty Load Spreadsheet for the Director of the School of Music.
• Develop and maintain comprehensive graduate and undergraduate student databases.
• Maintain/manage all graduate and undergraduate program records in the School of Music.
• Maintain calendars and bookings for all internal spaces (except the Recital Hall.)
  
  
  

Graduate Coordination

• Serve as an ex officio member of the School of Music Graduate Committee.
• Assist Graduate Director generally.
• Manage the graduate application process in Slate.
• Serve as advisor for graduate students (assisting with scheduling, registration, graduation audits, and maintaining GPA requirements/enrollment policies).
• Maintains records for all placement exams and completion of remedial requirements, comprehensive exams, etc.
• Assist the Graduate Director in updating and editing the Graduate Handbook.
• Collaborate with the Business Manager and Graduate Director regarding GA hiring, time sheets, and assignments.
  
  
  

Disclaimer: This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties. As such, job duties or responsibilities within the context of this job requisition may change at the discretion of the employee's direct supervisor.

Minimum Hiring Qualifications: Bachelor's degree and four years administrative experience; or a high school diploma or GED and eight years administrative experience; or a combination of education and related experience.

Preferred Hiring Qualifications:

• At least one year of academic advising or related work within a University setting
• Excellent interpersonal, written, and verbal communication skills
• Proficiency in utilizing Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Ability to build and maintain collaborative relationships
• Ability to think critically about issues and opportunities and identify solutions and options
• Strong organizational understanding and a propensity for attention to the details
• Able to multi-task, proactive with independent decision making, a self-starter, quick learner with awareness to meet deadlines
  
  
  

College/Business Unit: College of the Arts

Department: School of Music

Location: Atlanta Campus

Shift: Monday - Friday 8:30am - 5:15pm

Salary : $48,000 - $54,000

Pay Grade: 16

FLSA Status: Non-Exempt

Job Type: Full Time (Benefits Eligible)

Job Posting: 03/12/25, 4:00:00 AM

03/27/25, 3:59:00 AM

Special Instructions: Education: To be fully considered for this position, all candidates at the time of submission must provide the following documents that clearly provide proof of education and relevant experience:

• A complete and accurate GSU application
• Resume
• Cover letter
  
  
  

Georgia State University Values: : COMMUNITY: Fostering a distinctive shared identity and common purpose across our multi-campus university, INCLUSION AND DIVERSITY: Respecting the dignity and value of all people and perspectives through honorable conduct based on engagement, fairness, access, equity, and civility, TRANSFORMATION: Intentionally pursuing knowledge, practice, and scholarly rigor to inspire lifelong learning, and to make our community and the world a better place.

Equal Employment Opportunity: : Georgia State prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy),, sexual orientation, gender identity, gender expression, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions., This prohibition applies to faculty, staff, students, and all other members of the Georgia State community, including affiliates, invitees, and guests.

Please note, Georgia State University’s career board updates daily and requisitions are subject to be removed without prior notice or before the posting expires.

Georgia State University is an Equal Opportunity Employer and does not discriminate against applicants due to race, ethnicity, gender, veteran status, or on the basis of disability or any other federal, state or local protected class.

College of the Arts

School of Music

Georgia State University

The College of the Arts (COTA) offers top degree programs in art, music, film, theatre and more. The College connects its students with Atlanta’s thriving arts scene and booming film and music industries. Through the College’s partnerships with the City of Atlanta's cultural organizations, students combine their craft with training in entrepreneurship and the latest digital technologies to ensure dynamic, successful careers. Established in 2016, the College of the Arts is comprised of three schools: Ernest G. Welch School of Art & Design, School of Film, Media & Theatre, School of Music, as well as the Dean’s Office, Office of Educational Outreach, and the Rialto Center for the Arts.

The School of Music is seeking an Academic Specialist to support registration and scheduling, graduate admissions and advising, and other academic affairs within the School. This position provides high-level administrative support to the School of Music and the Graduate Director. The ideal candidate will be detail-oriented, capable of managing multiple responsibilities, and familiar with university policies and procedures. The role requires both the ability to take direction and work independently while meeting tight deadlines. Maintaining confidentiality and professionalism is essential.

WHAT MAKES The College of the Arts A GREAT PLACE?

• A flexible work environment
• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with diverse partners.
• Professional development opportunity and mentorship
• A rapidly growing center within an academic setting
  
  
  

Here Is What You Will Do: Registration Coordination

• Communicate audition results with the Office of Academic Assistance for concentration/attribute processing; manage registration for incoming students following successful audition/acceptance into the School of Music.
• Process override requests, audit requests, registration adjustments, grade change requests, and late registration requests.
• Work with the University Advisement Center to ensure students are properly registered.
• Manage the [email protected] email and assist with [email protected] general email inbox.
  
  
  

Scheduling/Program Coordination

• Collect course syllabi from all School of Music faculty members (Full and Part-Time).
• Generate the semester course schedule (including staffing and adjustments as needed) and manage/update the School of Music Projected Class schedule in collaboration with the Associate Dean, Undergraduate and Graduate Directors, School of Music Area Coordinators, and the Office of Academic Assistance
• Serve as ex officio member of the School of Music Academic Affairs Committee and Executive Committee.
• Work with College of the Arts, Office of Academic Assistance, the Undergraduate Director, Graduate Director, and Director of the School of Music to edit and maintain the Undergraduate and Graduate Catalogs, policies, and procedures. *
• Assemble and maintain the Faculty Load Spreadsheet for the Director of the School of Music.
• Develop and maintain comprehensive graduate and undergraduate student databases.
• Maintain/manage all graduate and undergraduate program records in the School of Music.
• Maintain calendars and bookings for all internal spaces (except the Recital Hall.)
  
  
  

Graduate Coordination

• Serve as an ex officio member of the School of Music Graduate Committee.
• Assist Graduate Director generally.
• Manage the graduate application process in Slate.
• Serve as advisor for graduate students (assisting with scheduling, registration, graduation audits, and maintaining GPA requirements/enrollment policies).
• Maintains records for all placement exams and completion of remedial requirements, comprehensive exams, etc.
• Assist the Graduate Director in updating and editing the Graduate Handbook.
• Collaborate with the Business Manager and Graduate Director regarding GA hiring, time sheets, and assignments.
  
  
  

Disclaimer: This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties. As such, job duties or responsibilities within the context of this job requisition may change at the discretion of the employee's direct supervisor.

Minimum Hiring Qualifications: Bachelor's degree and four years administrative experience; or a high school diploma or GED and eight years administrative experience; or a combination of education and related experience.

Preferred Hiring Qualifications:

• At least one year of academic advising or related work within a University setting
• Excellent interpersonal, written, and verbal communication skills
• Proficiency in utilizing Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Ability to build and maintain collaborative relationships
• Ability to think critically about issues and opportunities and identify solutions and options
• Strong organizational understanding and a propensity for attention to the details
• Able to multi-task, proactive with independent decision making, a self-starter, quick learner with awareness to meet deadlines
  
  
  

College/Business Unit: College of the Arts

Department: School of Music

Location: Atlanta Campus

Shift: Monday - Friday 8:30am - 5:15pm

Salary : $48,000 - $54,000

Pay Grade: 16

FLSA Status: Non-Exempt

Job Type: Full Time (Benefits Eligible)

Job Posting: 03/12/25, 4:00:00 AM

03/27/25, 3:59:00 AM

Special Instructions: Education: To be fully considered for this position, all candidates at the time of submission must provide the following documents that clearly provide proof of education and relevant experience:

• A complete and accurate GSU application
• Resume
• Cover letter
  
  
  

Georgia State University Values: : COMMUNITY: Fostering a distinctive shared identity and common purpose across our multi-campus university, INCLUSION AND DIVERSITY: Respecting the dignity and value of all people and perspectives through honorable conduct based on engagement, fairness, access, equity, and civility, TRANSFORMATION: Intentionally pursuing knowledge, practice, and scholarly rigor to inspire lifelong learning, and to make our community and the world a better place.

Equal Employment Opportunity: : Georgia State prohibits discrimination, including discriminatory harassment, on the basis of race, ethnicity, ancestry, color, religion, sex (including pregnancy),, sexual orientation, gender identity, gender expression, national origin, age, disability, genetics, or veteran status in its programs, activities, employment, and admissions., This prohibition applies to faculty, staff, students, and all other members of the Georgia State community, including affiliates, invitees, and guests.

Please note, Georgia State University’s career board updates daily and requisitions are subject to be removed without prior notice or before the posting expires.

Georgia State University is an Equal Opportunity Employer and does not discriminate against applicants due to race, ethnicity, gender, veteran status, or on the basis of disability or any other federal, state or local protected class.