Administrative Coordinator, Creative Arts

Department: Creative Arts • Metropolitan Campus • Full-Time Support Staff (Non-Union)

About the Role

Coordinates the day-to-day operations of the department. Collects necessary information to track the success of basic outcomes processes and procedures to support ongoing analysis and improvement of departmental efforts. Works with management to implement the communications priorities of the department and College. Leverages a sound understanding of the departmental focus to collaboratively work with colleagues to achieve goals of the department, division, and college. Contributes to the continued effectiveness of the team and department by developing and sustaining productive customer and employee relationships. Provides administrative assistance to supervisor as needed. This position requires flexibility, including working Saturdays and supporting special events, showcases, and performances that may occur on weekends.

Responsibilities

• Manages leadership schedules and calendars; schedules internal and external meetings and activities with business, community, and government institutions; prepares and assembles agenda, packets, and other pre-meeting materials as directed
• Responds to departmental requests in a timely manner with a strong emphasis on outstanding customer service
• Provides administrative support to supervisor
• Assists the team’s efforts to complete departmental assignments
• Actively participates in the successful delivery of the direct client service process
• Maintains ongoing communication with departmental leadership to report important information, occurrences, and issues within the department
• Maintains the department team’s calendars and schedules
• Attends staff and project team meetings and provides follow-up on meeting outcomes, including tracking resulting activities and projects
• Prepares and maintains confidential correspondence and documents; assists in processing documents related to employees, purchase orders, employment, benefits, and performance review activities
• Answers phones and screens incoming calls and mail; responds independently to inquiries, drafts responses for leadership review, or refers as appropriate
• Develops strong working relationships with key departments and employees across the College and in the community
• Establishes and maintains general office files and records
• Assists with the preparation of reports, presentations, and publications, including research, writing, and copy-editing
• Assists with other College-wide projects, initiatives, and committees
• May select, train, supervise, and evaluate part-time student assistants, interns, and part-time assistants
• May aid in the planning, maintaining, and monitoring of a business area’s budget
• Performs other duties as assigned

Requirements

• Associate degree and/or minimum of three years of progressively responsible experience in a professional office environment
• Demonstrated experience making sound decisions that affect a work unit or team
• Demonstrated experience in a role requiring diverse problem-solving methods in a variety of situations
• Ability to work Saturdays and support special events, showcases, and performances outside regular hours, including evenings and weekends, as needed
• Strong organizational and time-management skills
• Excellent written, verbal, and interpersonal communication skills
• Excellent proofreading and editing skills
• Ability to foster a team environment and work collaboratively
• Ability to research and analyze issues and develop solutions
• Ability to manage multiple projects simultaneously in a deadline-driven environment
• Works accurately with great attention to detail
• Excellent customer service skills and proven ability to develop and sustain productive customer relationships
• Ability to effectively respond to requests from multiple levels of the College in various departments
• Working knowledge of administrative support concepts, practices, and procedures with the ability to use in varied situations
• Demonstrated basic project management skills
• Proficiency with Microsoft Outlook, Word, Excel, and PowerPoint
• Ability to confidentially and discreetly handle subject matters requiring privacy and sensitivity
• Ability to develop and maintain relationships with key contacts to enhance workflow and quality
• Sensitivity to appropriately respond to the needs of students and the community

Preferred Qualifications

• Bachelor’s degree
• Demonstrated experience with Banner System and other College-specific software

Physical Demands / Working Conditions

The work is performed in a normal, professional office environment. The work area is adequately lighted, heated, and ventilated. Typically, the employee may sit comfortably to perform the duties of the job and will perform repetitive motions with hands/fingers using a computer mouse and keyboard. However, there may be some walking, standing, bending, and carrying of light items such as papers, files, pamphlets, and books. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite.

Pay

Target starting salary range: $45,000 to $50,000. The final offer for the successful candidate is targeted to fall within this range but will be based upon an assessment of internal equity, the unit’s available budget, and the candidate’s qualifications in relation to the minimum and/or preferred job requirements.

Schedule

• Standard college hours: Monday–Friday, 8:30 AM–5:00 PM
• Flexibility required, including working Saturdays and supporting special events, showcases, and performances that may occur on weekends and evenings