Administrative Assistant

Position Summary

The M.F.A. Administrative Assistant provides day-to-day administrative support to the M.F.A. in Recording Arts and Technologies program within the Department of Recording Industry. This position assists the Program Director with student records, admissions processing, scheduling, correspondence, and general office operations, helping ensure the graduate program runs smoothly for current students, prospective applicants, and faculty.

Essential Duties and Responsibilities

● Assist with the graduate admissions cycle: track incoming applications, verify required materials, correspond with applicants, and prepare files for faculty review.

● Maintain accurate student records for M.F.A. candidates, including enrollment status, contact information, and progress toward degree milestones.

● Process invoices and payments for equipment purchases, guest speakers, session musicians, and other M.F.A. program expenses.

● Reconcile monthly operating budget.

● Process hiring paperwork and contracts for Graduate Assistants and routine paperwork related to graduate assistantships, travel authorizations, purchasing requests, and reimbursements.

● Support students with registration, graduation, and other university administrative processes.

● Coordinate with the College of Graduate Studies on student applications, degree progress, and graduation requirements.

● Draft, proofread, and distribute routine correspondence, announcements, and program communications to current and prospective students.

● Support coordination of program events such as portfolio reviews, thesis/final-project defenses, orientation, and guest sessions, including room reservations and materials preparation.

● Assist with student events such as orientation and social events.

● Support the program social media platforms.

● Maintain program files, forms, and shared documentation (e.g., handbooks, curriculum sheets, advising checklists), ensuring current versions are accessible to students and faculty.

● Respond to routine inquiries from students and applicants by phone, email, or in person, referring more complex matters to the Program Director. Follow up with prospective students.

● Assist with data entry and basic reporting related to enrollment, retention, and program assessment as requested.

● Perform other administrative duties as assigned in support of the M.F.A. program and the Department of Recording Industry.

Required Qualifications

● High school diploma or equivalent; some college coursework preferred.

● Prior office, clerical, or administrative support experience.

● Strong written and verbal communication skills, including professional email correspondence.

● Proficiency with office software (Microsoft Excel, Word) and ability to learn university systems for records and scheduling.

● Ability to track and balance a budget.

● Demonstrated ability to handle confidential student information with discretion, consistent with FERPA.

● Strong organizational skills and attention to detail, with the ability to manage multiple recurring tasks and deadlines.

Preferred Qualifications

● Bachelor’s degree.

● Experience working in a higher education office, particularly a graduate or arts program.

● Familiarity with university student information systems (e.g., Banner, Slate, or similar).

● Proficiency with page layout software and social media platforms (Facebook, Instagram).

● Familiarity with Mac OS computers

● Interest in or familiarity with recording arts, music technology, or related creative/technical fields, sufficient to understand program terminology and student needs.

Work Environment

This position works primarily in a departmental office setting within the Department of Recording Industry. Some interaction with studio and production spaces may be required to support program events, but the role is administrative rather than technical in nature.

Application Instructions

Submit Resume and Cover Letter to:

Bill Crabtree

Director of M.F.A. in Recording Arts and Technologies

Middle Tennessee State University

Murfreesboro, TN 37132

[email protected]

Pay: $18.00 - $24.00 per hour

Expected hours: 15.0 – 20.0 per week

Work Location: In person