The Secretary to the Director of Voices of Lee provides comprehensive administrative and operational support to the Director and is responsible for coordinating the day-to-day operations of Voices of Lee and the Danny Murray Recording Studio. Primary responsibilities include office and budget administration, scheduling, travel and performance logistics, event and concert planning, student support and supervision, merchandise operations, financial processing, and communication with university departments and external constituencies.

The position serves as a primary point of contact for Voices of Lee and regularly communicates and coordinates with students, parents, alumni, churches, performance venues, university faculty and staff, vendors, donors, community members, and other partners.

This is a full-time, hourly, twelve-month position. Due to the performance and event schedule of Voices of Lee, the position requires flexibility and availability for occasional evening, weekend, and special-event responsibilities. The position works under the direct supervision of the Director of Voices of Lee.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The specific job functions of this position may include, but are not limited to, the following:
Administrative and Department Operations

• Provides comprehensive administrative support to the Director of Voices of Lee and assists with the daily operation of Voices of Lee and the Danny Murray Recording Studio.
• Manages the Director’s calendar and coordinates appointments, meetings, conferences, rehearsals, performances, travel, and special events.
• Serves as a primary point of contact for the department, responding to telephone, email, and in-person inquiries and directing requests appropriately.
• Maintains departmental records, correspondence, calendars, files, databases, and other documentation.
• Prepares correspondence, schedules, reports, forms, presentations, and other materials as needed.
• Coordinates communication among the Director, students, university departments, alumni, parents, churches, venues, vendors, and other external partners.
• Supervises student workers, including assignment of responsibilities, scheduling, timekeeping, and payroll documentation.
• Assists the Director with special projects and other departmental responsibilities as assigned.

Budget and Financial Administration

• Maintains and monitors departmental budgets and provides the Director with current budget and expenditure information.
• Processes purchase orders, invoices, reimbursements, travel expenses, vouchers, deposits, and other financial documentation in accordance with university procedures.
• Deposits merchandise revenue, performance honorariums, credit card receipts, and other departmental income.
• Coordinates purchasing of supplies, equipment, merchandise, music, and other departmental needs.
• Communicates with vendors and university departments regarding purchasing, billing, payments, and related financial matters.
• Maintains accurate financial records and supporting documentation.

Voices of Lee Scheduling and Performance Coordination

• Coordinates the Voices of Lee performance calendar with the approval of the Director.
• Responds to performance inquiries and maintains communication with churches, concert presenters, university departments, community organizations, and other venues.
• Coordinates performance details including dates, times, venue requirements, arrival and departure schedules, contacts, hospitality, lodging, meals, transportation, and other logistical needs.
• Maintains detailed performance records, contracts or agreements, correspondence, and venue information.
• Communicates schedules, itineraries, and logistical information to the Director and ensemble members.
• Coordinates performance-related needs with appropriate university offices and external partners.

Travel and Tour Coordination

• Plans and coordinates travel logistics for Voices of Lee performances, tours, recruitment events, and other ensemble activities.
• Develops detailed travel itineraries for the Director and ensemble, including transportation, lodging, performance schedules, meals, venue information, contact information, and other necessary details.
• Coordinates hotel accommodations, transportation, and other travel arrangements and communicates with vendors and hosts throughout the planning process.
• Prepares travel authorizations, expense reports, reimbursements, vouchers, and supporting documentation.
• Assists with logistical changes, emergencies, and unexpected circumstances that arise before or during travel.
• Maintains appropriate travel records and documentation.

Concert and Special Event Planning

• Assists the Director with the planning, coordination, and execution of Voices of Lee concerts and special events.
• Serves as a key coordinator for the annual Voices of Lee Christmas Concert, managing administrative and logistical elements from initial planning through event completion.
• Coordinates Christmas Concert details that may include venue scheduling, ticketing, guest lists and VIP hospitality, marketing and promotional needs, vendors, volunteers, university departments, production schedules, merchandise, receptions, and other event logistics.
• Coordinates communication among performers, university personnel, production teams, vendors, invited guests, alumni, donors, and community partners as appropriate.
• Assists with additional Voices of Lee and university events, including recruitment events, alumni/reunion activities, community concerts, special performances, and institutional celebrations.
• Provides on-site event support and assists with troubleshooting and resolution of logistical issues.

Student and Ensemble Support

• Maintains current Voices of Lee membership records, contact information, schedules, and other ensemble documentation.
• Coordinates and schedules Voices of Lee auditions and communicates audition information to prospective students.
• Maintains and organizes sheet music and other ensemble materials.
• Communicates regularly with ensemble members regarding schedules, performances, travel, rehearsals, events, and administrative requirements.
• Serves as an accessible departmental resource for students and assists them in navigating appropriate university processes and resources when needed.
• Maintains appropriate discretion and confidentiality when working with student information or sensitive circumstances.
• Assists the Director in fostering effective communication and a professional, supportive environment for ensemble members.

Recruitment, Alumni, and University Relations

• Assists with Voices of Lee’s role as an ambassador for Lee University through performances, recruitment activities, and community engagement.
• Coordinates Voices of Lee participation in university recruitment initiatives and special events as assigned.
• Works collaboratively with university offices in support of campus visit programs, prospective-student events, and other recruitment activities.
• Maintains positive relationships and communication with Voices of Lee alumni and assists with alumni events, reunions, and special projects.
• Provides professional and hospitable communication to prospective students and families, alumni, donors, guests, churches, community partners, and other university constituencies.

Merchandise and Resource Management

• Maintains inventory of Voices of Lee merchandise and coordinates ordering and restocking as needed.
• Processes merchandise orders received through the Voices of Lee website, telephone, email, performances, and other channels.
• Coordinates payment processing, order fulfillment, shipping, and related recordkeeping.
• Maintains accurate merchandise sales and inventory documentation.
• Coordinates merchandise needs for tours, concerts, and special events.

Danny Murray Recording Studio Support

• Provides administrative support for the Danny Murray Recording Studio as directed.
• Assists with scheduling, communication, purchasing, financial documentation, and coordination related to studio operations and projects.
• Communicates with university personnel, clients, vendors, musicians, and other individuals associated with studio activities as appropriate.

QUALIFICATIONS

• Excellent written, verbal, interpersonal, and organizational communication skills.
• Demonstrated ability to manage multiple projects, priorities, schedules, and deadlines simultaneously.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to work independently, exercise sound judgment, anticipate needs, and solve problems effectively.
• Ability to communicate professionally and build positive working relationships with students, parents, faculty, staff, administrators, alumni, donors, churches, vendors, community partners, and the general public.
• Demonstrated ability to handle sensitive or confidential information with discretion.
• Strong customer-service and hospitality orientation.
• Ability to work collaboratively as part of a team while also assuming responsibility for projects independently.
• Experience with budgeting, financial documentation, event planning, scheduling, and/or travel coordination preferred.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and related applications, with the ability and willingness to learn university-specific software and other technology platforms.
• Ability to adapt to changing schedules and priorities and remain composed while resolving unexpected logistical issues.
• Willingness and ability to work occasional evenings, weekends, concerts, and special events as required.

EDUCATION and/or WORK EXPERIENCE

• High school diploma or equivalent required.
• Associate’s or bachelor’s degree preferred.
• Previous experience in administrative support, higher education, event coordination, music or performing arts administration, church/ministry administration, hospitality, or a related environment preferred.
• Experience coordinating complex schedules, events, travel, budgets, or projects strongly preferred.
• An equivalent combination of education and relevant experience may be considered.

TO APPLY

Interested candidates should submit their resume and employment application to Danny Murray at [email protected].