Administrative Assistant, Department of Art and Design

About the role

The Art Department Administrative Assistant supports the department chair, faculty, and staff by managing calendars, scheduling appointments, and handling correspondence. They also assist with various administrative tasks including preparing records, creating documents, and overseeing student clubs.

Responsibilities

• Manages department chair's calendar and schedules appointments.
• Screens incoming calls and correspondence, responding independently when possible.
• Serves as receptionist for the department and Spiva Gallery, handling phone calls and in-person inquiries.
• Arranges programs, events, gallery receptions, and conferences, coordinating speakers and controlling budgets.
• Takes and transcribes dictation, composes minutes of departmental meetings, and prepares complex documents.
• Supervises the photocopying of exams, correspondence, and other printed materials.
• Maintains confidential correspondence and prepares confidential reports.
• Orders and maintains office supplies, laboratory, studio, gallery, and classroom equipment, and tracks departmental and gallery budget information.
• Assists in the student advising process by maintaining student files, advisee lists, and tracking retention.
• Assists in the student registration process by entering new course schedules, updating faculty on online registration systems, managing waiting lists, and following through with students.
• Coordinates the Student Evaluation process and assists with department clubs and Honors Convocation.
• Maintains the department bulletin board and recruits, trains, and supervises student workers.
• Supports the recruitment process by compiling documents for travel-related meetings.

Requirements

• High school diploma or GED required.
• One to two years related experience and/or training, or equivalent combination of education and experience.
• Knowledge of common business and technical journals, financial reports, and legal documents.
• Ability to respond to inquiries and complaints.
• Effective communication skills, both verbal and written.
• Ability to make ethical decisions and effectively present information to various stakeholders.
• Ability to calculate figures and amounts, define problems, establish facts, and draw valid conclusions.
• Ability to interpret technical instructions and use a variety of office machines.
• Confidentiality and attention to detail.

Skills

• Proficiency in using Microsoft Office and e-mail.
• Experience with Purchase Order, Student Data, Scheduling, Assessment, and other software systems.
• Knowledge of basic accounting and budgeting principles.
• Excellent organizational and time management skills.
• Ability to work independently and manage multiple tasks simultaneously.

Benefits

Not specified.

Pay

Not specified.

Schedule

Not specified.