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Band Admin/Secretary

Posted by Return2Ed on 3/27/2023, 4:33 pm

I've seen in a few places there is a para-professional/secretary position for the band (must be nice), but not at all common.

My question is, what all do they take care of?

Second questions, if you could have an admin/secretary, what all tasks & responsibilities would you like to hand off to that person to free you up for teaching, score-study, or even *gasp* going home more? (Wishlist)

Re: Band Admin/Secretary

Posted by Mr. Dude on 3/28/2023, 10:42 am, in reply to "Band Admin/Secretary"

My last job there was an "activities" secretary that had been the "Athletics" secretary. But, they took over helping with Band, Choir, Theater and art.

This person was in charge of all of OUR activity accounts, so deposits went from us to them to the bank, check requests went from us to them, they got the signatures and cut the check.

They handled all of our purchase orders, I would get the quotes they would submit and do all of the paperwork, and then follow the progress to make sure it was taken care of on time.

They handled stuff that needed to go to admin from the high school, and vice versa.

THEY DID ALL OF OUR BUS REQUESTS.

THEY DID ALL OF OUR BUS REQUESTS
(yes, it was that much of a relief)

They did a lot for athletics, but they took such good care of us.

Re: Band Admin/Secretary

Posted by Mine on 3/27/2023, 8:33 pm, in reply to "Band Admin/Secretary"

1) Enters all POs, submits to vendors, receives items, closes all POs, also gets quotes for simple items or specific lists I give her
2) Enters all transportation and orders meals, schedules K9
3) Fields phone calls and filters them
4) Fields questions from MS campus PO clerks with issues involving music department purchasing
5) Maintains accurate records
6) Coordinates with finance department for budget transfers and amendments
7) Receives and accounts for monies according to policy and deposits in principals account
8) Checks mailbox
9) Maintains good relationship with colleagues in other departments to keep everything running smoothly
10) Locked into secretary network to keep me updated about things coming down pipeline
11) Keeps my schedule and helps me stay on track with everything

Re: Band Admin/Secretary

Posted by BDSO on 3/27/2023, 5:58 pm, in reply to "Band Admin/Secretary"

I was offered a position once where there was going to be a band secretary. I specifically asked what duties they performed and it was stated that they were responsible for submitting POs, reserving transportation for the band, scheduling meals for the band (the band ate for every away game), handled fundraising money, and managed the uniforms and inventory. When talking to the secretary separately, she said that most of her duties were in the fall and had sporadic duties in the spring. I ended up not taking the job when I was told I wouldn't have any say in who was hired as the assistant (which was also open), but it would have been nice to have a secretary.

Re: Band Admin/Secretary

Posted by Me on 3/27/2023, 7:24 pm, in reply to "Re: Band Admin/Secretary"

This is pretty much it plus copying music and worksheets for bands and beginner classes, handles a lot of things that an assistant could do but it’s not pulling a teacher away from a group. “I need a reed/valve oil/new copy/ etc” - “go see Mr. Etc”

Anything that I need to do that can be done by someone without a music degree they can help with. Also, a guaranteed “sub” who knows the kids during TMEA or region clinic days.

I have an office assistant who also does my guard and is a wonderful balance and compliment to me being ADHD and as far from type A as possible.

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